Purpose Statement
This article explains how to link an existing permit and an existing invoice to an inspection record in First Due. Linking these records helps keep inspection-related documentation connected in one place, making it easier to review, manage, and update associated permits and billing items from within the inspection.
Background Information
In some workflows, permits and invoices are created before or outside of the inspection record. When that happens, they must be manually linked to the inspection so users can access them from the inspection record.
Permits and invoices can also be linked to inspections when they are created within their respective modules (Permits and Invoicing), allowing flexibility in how records are associated depending on your workflow.
A key distinction is that permits or invoices created directly within the inspection record are automatically linked and do not require this manual process.
Use this process when:
- A permit already exists in the Permits module
- An invoice already exists in the Invoicing module
- You need both records associated to an inspection already in progress
Prerequisites:
- An inspection record must already exist
- The permit must already be created
- The invoice must already be created
Required Permissions
The specific permissions required to link permits and invoices to an inspection record should be confirmed in the First Due permissions settings for:
- Inspections
- Permits
- Invoicing
At minimum, the user will likely need access to:
- View and edit inspection records
- View permits
- View invoices
- Link related records, if controlled by role-based permissions
If your agency uses restricted role access, verify permissions with your First Due administrator before documenting or assigning this workflow.
Video
Step-by-Step Guide
Navigate to the inspection record.
Open an inspection that is already in progress
Open the linking options.
Select the link option within the inspection record
Link and select the permit.
- Click to link a permit
- Select the correct permit from the list
Widen columns or open the record to verify details
Link and select the invoice.
- Navigate to the invoicing section
- Select the correct invoice
Widen columns or open the record to confirm
Save the linked records.
Click save to complete the linking process
Verify or unlink the permit and invoice.
- Confirm both records appear in the inspection
- Use unlink option if corrections are needed
Best Practices
- Verify that the permit and invoice already exist before starting this process.
- Open the record in another tab when needed to confirm you are linking the correct permit or invoice.
- Widen columns when record details are truncated or difficult to read.
- Save after linking to ensure the connection is applied successfully.
- Reconfirm linked records in the inspection after saving.
- Remember that records created directly inside the inspection are automatically linked and do not need to be manually associated.
Troubleshooting & FAQs
Why do I not need to manually link some permits or invoices?
If the permit or invoice was created directly within the inspection record, it is automatically linked.
What should I do if I cannot find the correct permit or invoice?
First confirm the record has already been created in its respective module. Then widen the columns or open the record in another tab to verify details.
Why should I open the permit or invoice before linking it?
Opening the record can help confirm that you are selecting the correct item, especially when multiple similar records exist.
What if I linked the wrong permit or invoice?
Use the unlink option next to the linked record, then select the correct one and save again.
Do I need to save more than once?
The video indicates that saving from the inspection record can help speed up or complete the linking process. After linking, verify the records appear in the inspection.