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Inspection Record - Bulk Permit Renewal

Purpose Statement

The Bulk Permit Renewal feature allows inspectors to renew multiple eligible permits while completing an Inspection Record. This workflow reduces the need to process permits individually and automatically links renewed permits to the inspection.

Background Information

Bulk Permit Renewal is designed for occupancies that have multiple permits requiring renewal during an inspection. Inspectors can select multiple eligible permits, submit them for renewal, and then manually approve each renewed permit as needed.

Before using this feature, confirm the following requirements:

  • The permit uses automatic permit statusing.
  • The Permit Type has the Renewable Workflow enabled.
  • The permit is currently in one of the following statuses:
    • Approved
    • Active
    • Expired

If a selected permit does not meet these requirements, the system will display an error message.

Required Permissions

Users typically need permissions related to:

  • Inspection Management
  • Permit Renewal
  • Permit Status Management
  • Bulk Actions

Permission names may vary depending on agency configuration.

Video


 

Step-by-Step Guide


1. Open Permits

  1. While documenting an Inspection, select Permits.
While recording your Inspection, click on Permits.
 


2. Select Permits to Renew

  1. Review the available permits.
  2. Select the checkbox next to each permit you want to renew.

Note: The Advanced Search filter is set to Occupancy Permits by default. Update the filter as needed.

Select any Permit(s) to be renewed.
 

3. Open Bulk Actions

  1. Select Bulk Actions.
Click on Bulk Actions.
 

4. Select Renewal Submitted

  1. From the available bulk actions, select Renewal Submitted.
Click on Renewal Submitted.
 

5. Review Selected Permits

  1. Review the permits included in the renewal.
  2. Confirm the correct permits are selected before continuing.
Review the Permit(s) selected.
 

6. Add Notes

  1. Enter any applicable notes.

Note: Notes are optional.

Enter any notes needed (optional).
 

7. Submit the Renewal

  1. Select Renew.
Click on Renew.
 

8. Edit the Renewed Permit

  1. Select Edit to manually approve the renewed permit.
Click on Edit to Manually Approve.
 

9. Set the Permit to Approved

  1. Select Approved.
Click on Approved.
 

10. Update Permit Information

  1. Review the permit information.
  2. Enter or update any applicable data.

 

11. Submit the Permit

  1. Select Submit.
  2. Repeat the approval process as needed for each renewed permit.

Note: Renewed permits are automatically linked to the Inspection.

Click on Submit.
 

12. Review Renewal Errors

If a permit cannot be renewed, the error message may indicate that the selected permit:

  • Is not configured for automatic permit statusing.
  • Does not use a Permit Type with the Renewable Workflow.
  • Is not currently in an eligible renewal status.

Review the affected permit configuration or status before attempting the renewal again.


 

Best Practices

  • Review permit statuses before the inspection to identify eligible renewal candidates.
  • Use Advanced Search to narrow the permit list before selecting records.
  • Confirm that each Permit Type has the Renewable Workflow enabled.
  • Use the optional notes field to document information related to the renewal.
  • Verify permit information before manually approving each renewed permit.
  • Group eligible permits together when bulk processing will improve efficiency.
  • Review any renewal error messages carefully before making configuration or status changes.

Troubleshooting & FAQs

Why am I receiving an error that the permit is not an automatic status permit?
Bulk Permit Renewal is only available for permits configured for automatic permit statusing.

Why does the system say the permit is not a renewable type?
The Permit Type must have the Renewable Workflow enabled.

Why does the system say the permit is not in a renewable status?
The permit must be in Approved, Active, or Expired status before it can be renewed through this workflow.

Can I renew multiple permits at once?
Yes. Select multiple eligible permits and use Bulk Actions > Renewal Submitted.

Do renewed permits need to be linked to the Inspection manually?
No. Renewed permits are automatically linked to the Inspection.

Can I modify the default permit filter?
Yes. The Advanced Search filter defaults to Occupancy Permits, but it can be adjusted based on your needs.

Do I still need to approve permits after selecting Renew?
Yes. After the renewal is submitted, select Edit, set the permit to Approved, update any required data, and select Submit. Repeat as needed for each renewed permit.