Workflows control the review process for a permit. A workflow defines the sequence of steps staff follow from application to completion. Workflows are built using reusable statuses and steps.
Important Note:
This article applies to Elevate V5 permit applications. If your system matches the V4 image below, you may be using a different version. Please visit the V4 permit application guide instead.
Configure Workflow Statuses
Add a Workflow Status
This section explains how to add a workflow status in Admin Tools. Workflow statuses define the possible outcomes for workflow steps. They also help track progress during the permit review process. After creating a status, it can be assigned to workflow steps. The status shows the current state of the step.
Sign in to your site
Navigate to Admin Tools:
Select Workflows:
Select Workflow Setup:
Click on the Workflow Step Statuses tab:
Click Add Status:
In the pop-up window, enter the Status Name:
Click the Save Button:
If the status is created successfully, a confirmation message will appear:
Edit a Workflow Status
This section explains how to edit an existing workflow status in Admin Tools. You can update a status to change how it appears or works in workflow steps. Editing a status helps keep workflows accurate and aligned with the review process.
Sign in to your site
Navigate to Admin Tools:
Select Workflows:
Select Workflow Setup:
Click on the Workflow Step Statuses tab:
Click the pencil icon next to the status you want to edit:
Make updates to the Status Name, and click the Save button:
If the status is updated successfully, a confirmation message will appear:
Delete a Workflow Status
This section explains how to delete a workflow status. You can remove statuses that are no longer used in workflow steps. Removing unused statuses helps keep workflow settings organized and easier to manage.
Sign in to your site
Navigate to Admin Tools:
Select Workflows:
Select Workflow Setup:
Click on the Workflow Step Statuses tab:
Click the trashcan icon next to the status you want to delete:
On the pop-up window, click the Delete Status button:
Configure Workflow Steps
Workflow steps define the actions that occur during permit processing.
Each step has a name, a step type, allowed statuses, a default status, completion statuses, and optional assigned roles or groups.
Workflows include three-step types. General steps are used for most workflow tasks. Plan Review steps add a section to the permit’s Plan Review tab. Inspection steps are used to manage inspections within the workflow. Set up inspections and checklists, if needed.
Create a Workflow Step
This section explains how to create a workflow step. Workflow steps define the individual stages in the permit review process. After creating a step, users can add it to workflows to help guide how permits move through review and approval.
Sign in to your site
Navigate to Admin Tools:
Select Workflows:
Select Workflow Setup:
Click on the Workflow Steps tab:
Click Add Step:
Enter the Step Name:
Select the Step Type. The available options are General, Plan Review, or Inspection:
Select the statuses allowed for the step. You can select as many as you need:
Select at least one Complete Status. You can select as many as you need:
Choose a Default Status:
Note:
This status will appear when the step opens.
Assign the step to a Role or Group, if needed:
Add Step Notes, if needed:
Click the Save button:
If the status step is added successfully, a confirmation message will appear:
Create a Workflow
This section explains how to create a workflow. Workflows organize steps in a set order to guide the permit review process. After a workflow is created, it can be assigned to permit uses. This controls how permits move through review and approval.
Sign in to your site
Navigate to Admin Tools:
Select Workflows:
Select View and Assemble Workflows:
Click the Create Workflow button:
Enter a Workflow Name:
Select a Module from the list:
Select Click here to add steps and begin building workflow:
Select a step from the list:
Add Notes and Instructions, if needed:
Click the Save Step button:
Add more steps as needed. You can add an unlimited number of steps to the workflow:
When adding a Permit Issuance step, turn on the toggle to generate a permit number. This tells the system to create a permit number instead of continuing to use the application number. To enable this, turn on the Check this to make issuance step toggle. Only one step in the workflow can be set as the issuance step:
Click the Save Workflow button:
Group Workflow Steps
This section explains how to group workflow steps within a workflow. Grouping steps helps organize related review tasks and makes workflows easier to manage. Groups allow you to keep similar steps together while maintaining the overall workflow order.
In the Create Workflow form, click Group Steps Together:
Select all applicable steps to group. You can select multiple steps at one time:
Enter a Group Name:
Click the Save Workflow button:
Copy Workflows
Workflows can be duplicated. This lets administrators start with a template workflow, create a copy, and then adjust the copy for different permit types.
Within the Current Workflow section, click on the Copy icon next to the workflow you want to copy:
In the pop-up window, enter the New Workflow Name, and click the Save button:
If the workflow is copied successfully, a confirmation message will appear:
