Create a Permit Application
Sign in to your site
Navigate to the Permitting System and select Add Permit
On the pop-up screen, search for the Parcel
Tax Parcel ID (S-B-L): The parcel’s official tax identifier. Typically, it is structured by section-block-lot
Association (Owner or Last Known Occupant): The parcel’s associated individual or entity, such as the current owner or last known occupant
Location: The parcel’s physical address or general location information
Group Code: A code that shows which group the parcel belongs to
Building ID: The unique building identifier tied to the parcel
Suite ID: The internal suite identifier within a building, where applicable
Building Name: The official or commonly used name of the building
Suite Name: A suite’s descriptive or labeled name inside a building
Contact: The listed parcel’s contact person or responsible party
Mailing: The mailing address associated with the parcel. This may differ from the physical location
Lot: The specific lot number within a parcel’s tax map or subdivision
Block: Uses the block number associated with the parcel
Section: The numbered area on the tax map where the parcel is located
Tax Map: The map number used to find the parcel in the town or city’s tax record
Account: The account number associated with the parcel, property owner, or billing record
Select the parcel and click Add Permit
Select the Permit Type and Permit Use from the drop-downs
Search Location: This field is automatically filled in with the address of the parcel you selected earlier. You cannot change it
Application # (Number): This field is automatically filled in with the application number of the parcel you selected earlier. You cannot change it
Permit Type: A drop-down menu that allows users to choose the specific type of permit they are applying for. Examples include drywall, electrical, plumbing, and residential
Permit Use: A drop-down menu that lets applicants select how the permit will be used. Examples include department test, single-family residence, and water heater
Note:
The permit type and permit use fields are related. The permit use drop-down will change based on the permit type selected.
Scroll down and select the Issuing User. This is the person whose name will appear on all the forms for this permit.
Enter the Applicant Information. If the applicant is the same as the owner, select Click Here to copy the owner information
Applicant Name: The name of the person completing the application.
Applicant Care Of: The person filling out the application on behalf of another person.
Phone: The main phone number used to contact the applicant or the person listed.
Address: The address where the applicant lives or receives mail.
Email: The email address is used to contact the applicant or the person listed.
Cell: This is the mobile number used to contact the applicant or listed person. Use it if this number is different from the main phone.
The Owner Information comes from the property or asset database. It must match what is currently on file with your assessor. If the information is not up to date, and you haven't asked for a parcel update, you can change it manually. To do this, you must have admin rights.
Owner Name: The full name of the person who owns the property or asset.
Additional Owner: The name of another person who also owns the property or asset.
Phone: The main phone number used to contact the owner or the person listed.
Address: The address where the owner lives or receives mail.
Email: The email address is used to contact the owner listed.
Cell: The mobile number used to contact the owner listed, if different from the main phone.
If the permit has a contractor associated with it, select the Contractor from the contractor licensing system. If the contractor is not listed, add a new one to the system for use.
Scroll down and click Save Permit
Note:
At this point, the permit is an application. A permit number has not been issued yet. Instead, the system has automatically created an application number to help track it. Permit applications can be approved, rejected, or abandoned. Complete the remaining steps of the review to determine if the permit will be approved. If approved, a permit number will be given. Permit numbers are auto-generated by the system or manually entered by the user.
Configure additional fields on the Applicant tab as needed
Permit Number: The Permit Number field is filled in automatically by the system. This helps track every permit that gets issued. Users can replace the system number with their own permit number. However, it is best to do this before the application is approved. This stops the system from using an auto-generated number that may go to waste. For help entering old permits from another system, see Adding old permits to the system.
Parent Permit Number: This drop-down allows you to tie the record to a parent permit.
Master Project Number: This field links to the Projects module. Users can select existing open and approved projects to link to the permit.
Zone Permit: This field shows any zoning permits that were already created for the property. It will link the two permits. Some municipalities require a zoning permit before other permits can be applied for or approved.
Permit Date: This field will fill in on its own after the permit application is approved. This can happen in two ways. It can be approved manually, or after all the steps in the routing process are finished, and the final reviewer approves it.
File Date: This date is populated when the permit application is added to the system. Users do have the ability to add old permit records to the system and backdate this field.
Expiration Date: This field is set by the default settings established by the user's administrator during setup. The system will add 6, 12, 18, or 24 months from the time the permit application is approved to be a permit. These dates can also be backdated when entering old permit records.
Renew Date: This is set by the user if a permit has expired and the customer decides to renew the permit. After issuing a renewal date, the user should set the expiration date to match accordingly.
Issuing User / Signatory Title: These fields only show when a permit record is in edit mode. They let the user choose the name that will appear on the permit placard and other key forms, like the application form. The drop-down list is connected to the user database. It shows users who are listed as supervisors or approved as issuing authorities. The Signatory field is used to show the title of the person approving the permit and placard. In many municipalities, staff have more than one title. This field lets the user pick the title that fits the record.
Navigate to the Property tab and fill out property information for the record
Project Cost: This is a critical field as it is used to calculate any fees associated with project costs.
Project Value: This field is important for calculating fees related to the project. The value is determined by the staff using different methods for estimating cost.
Description of Work / Current Use and Proposed Changes: This field is important for anyone who needs a specific project or permit description to appear on the placard. This is also the field that will populate from the portal applications.
Select the Structure tab and fill out structure information as needed
Total And Habitable Square Footage: If fees are based on square footage, enter the total and habitable square footage. This is also the field that will populate from the portal applications.
The contractor you select in the Applicant tab will also show in the Contractors tab. Add any additional subcontractors that are part of the project or permit.
On the Insurance tab, review and add any necessary insurance data
You can see the Contacts linked to the record. You can add additional contacts if needed
Note:
To list someone as a person who can be billed, their contact type must be set as primary or secondary for billing. Owners, applicants, and contractors are added to the billing list automatically. This happens when an invoice is created.
Click Save Permit to update the record
On the Fees tab, add or manage existing fees
If required, create an invoice
Once the invoice has been created and saved, click the Print Menu button
Select which form or letter you want to print. Ensure you save a copy of the invoice or receipt to the record by checking the box to save the form in the print interface. Click the print letter button to print your document
On the Documents tab, attach any applicable files to the record
Note:
If you are using the Bluebeam Digital Plan Review cloud version, enter the URL (Uniform Resource Locator) for the plan files.
Click Save Permit to complete the permit application
Select Print Menu to print the permit application, permit placard, or any other related document
Process the Permit Application
Open the Permit Application
Sign in to your site
Navigate to Permitting System, click List, and select a record
Note:
Learn how to search and filter record lists.
Click Edit
Application Review Step
The goal of this review step is to check that all required items for the permit were received. Use this selection to add notes, send messages to staff or the public, and create emails.
Follow local procedures to determine if:
All required documents were received
All fields are populated
The application was submitted through the portal. Check if the online form was filled out correctly
On the Status tab, open Routing Details and select the Application Review step
To request additional information:
In the Send Email To box, select a contact, applicant, owner, or occupant associated with the application
In the Message box, type the email with the information you need. Then click the Save Notes or Send Message button
When you're ready to update the review, change the Status to Approved or another option as needed
Enter a comment in the Message box and click the Save Notes or Send Message button
This review step is now complete
Financial Review Step
Use this step to add internal notes, send messages to staff or the public, and share finance documents.
Follow local procedures to determine:
If all invoices are generated. If needed, create invoices.
If payments are received and financial obligations are met.
On the Status tab, open Routing Details and select the Financial Review step
To send the invoice or payment receipt, select the checkbox in the file list area. Then follow the instructions for sending documents
When you're ready to update the review, change the Status to Approved or another option as needed
Enter a comment in the Message box and click the Save Notes or Send Message button
This review step is now complete
Plan Review Step (Construction Document Review)
Use this step to add internal notes. You can also communicate with staff or the public. Emails and letters can be sent from here. These messages should be about the drawings or other documents in the permit application.
Follow your local process to review the plans in the permit application
On the Status tab, open Routing Details and select the Plan Review, or similar, step
To generate a Plan Review Letter in Community Development:
In the Message box, enter the body of the plan review letter and include the scope of the review. Click the Save Notes or Send Message button
Note:
If the letters need a specific font and font size, ensure you set that size in the message box before saving the data.
In the review item just created, click the Add New Review button
In the Review Item box, enter what construction documents are being reviewed and the results. Change the Status to Non-Compliant.
Click the Save Review button
Click Ok on the pop-up that says Review has been saved
The system adds a table of the Review Items, and adds additional drawing review items as needed
Click the Print Select Message or Letter button
Choose your print options from the drop-down menus. Check all applicable boxes, then click Print Letter
Select Form/Letter to Print: Choose which form or letter you want to print from the list.
Select Print Output Format: Choose how the document should be printed, such as PDF format or another format.
Check Box: Click this box to turn on or off the option to save this form.
Check Box: Click this box to turn on or off the option to show multiple forms per page.
Check Box: Click this box to turn on or off the option to show custom-size forms per page.
Select Signatory: Choose the person and title that will appear as the official signer on the form or document.
Select From Date: Click the calendar icon to choose the start date from the pop-up calendar.
Select Salutation: Choose a title such as Mr., Mrs., or Dr. to appear before the person's name.
Select Addressee/Receiver: Choose a person from the list who will receive the letter or document.
To send the letter by email, follow the sending documents instructions
To use Bluebeam Revu for plan review and add comments there instead of in Community Development, follow these steps:
Follow the training provided by Bluebeam. Community Development does not provide this training. We will connect our system to the Bluebeam process.
If using a URL to a shared Revu instance on the Bluebeam servers, go to the Documents tab and open that link. If using a desktop copy and the files are stored in Community Development, click the BFX (Bluebeam File Exchange) link for the PDF document to open.
The system downloads a test.bfx file to your computer's downloads folder. Click that file to open Revu
Note:
The user must have Revu installed on the computer to access the files.
Complete the required Revu steps for markup and similar
Save the work and follow Bluebeam's steps
Other users can click the "BFX" link for the same PDF. When they open it in Revu, they will see the plan review notes that were added earlier
When you're ready to update the review, change the status to approved or another option as needed
Enter a comment in the Message box and click the Save Notes or Send Message button
This review step is now complete
Add Additional Review Steps (Override Routing)
Final Review Step
All routing and workflow steps must be finished and approved first. After that, only the Final Approval Authority can approve or reject the permit application. This role is assigned to a specific department.
On the Status tab, open Routing Details and select the Final Approval Authority step
Change the Status to Approved or Rejected
Approved: Select Approved if all routing and workflow steps are done and the permit meets all final requirements. This means the permit has passed all reviews and can now move to the next step.
Rejected: Select Rejected if the application does not meet the required criteria after all the reviews are complete. A rejection at this stage means the permit will not be issued. The applicant will need to fix any issues and submit the application again.
Check the box that says To change the overall status of the record
Checking this box will change the overall status of the record to approved, rejected, or any other applicable status. If left unchecked, the status field will only effect the case management comments.
In the Message box, enter any required comments and click Save Notes or Send Message
If approved, click Ok on the pop-up that says the record status is now changed
If approved, the system assigns the next permit number and adjusts the status
Generate Documents
If needed, add any Conditions before printing documents by clicking the Add New link
On the Applicant tab, click Print Menu
Select the Permit Placard or a similar document. If the permit is not approved, select the rejection letter instead
Check the box to save a copy of the form
Select the Addressee and enter a Salutation
Click Print Letter
The system opens the document for review in a separate tab
Send Documents
On the Status tab, open Routing Details and the applicable step
In the Send Email To box, select who should receive the email
In the file name section, select the documents to attach to the email
Add a Message and click Save Notes or Send Message
Next Step: Permit Inspections