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Knowledge Center

Updating Expired Permit

Purpose Statement

The purpose of this feature is to provide administrators and permit managers with the ability to update expired permits through two primary pathways: reactivation or closure. This functionality ensures proper permit lifecycle management and maintains accurate records of all permit statuses within the system.

Background Information

When permits reach their expiration date, they require administrative action to either reactivate them (if conditions are met) or formally close them. This process is essential for maintaining compliance with regulatory requirements and ensuring accurate permit tracking. The system provides two distinct workflows for handling expired permits, each with specific approval processes and documentation requirements.

Required Permissions

  • Permit Management permissions
  • Edit Permit permissions
  • Approval authority (for reactivation approvals)
  • Administrative access to permit records

Video 

Step-by-Step Guide
 

Locate Expired Permits

  1. Navigate to Permits > Permits.
  2. Use the Search (magnifying glass) or apply filters.
  3. Select the Expired filter.
  4. Click Apply to display expired permits.


 

Option 1: Reactivate and Renew a Permit

  1. Select an expired permit from the list.

  2. Click Renewal Submitted


     

  3. Enter:
    • Received By
    • Notes (if applicable)

  4. Click Submit.


     

  5. Once submitted:

    • Click Approved to renew the permit

       

    • OR click Rejected and provide a Reason for Rejection then Submit


       

  6. If approved:
    • Verify or update the New Expiration Date
    • Add any Comments
    • Click Submit

    •  

Option 2: Close an Expired Permit

  1. Select an expired permit.
  2. Click Close.
  3. Enter:
    • Closing Notes
  4. Submit the update.

  5. Once closed:

    • The permit is finalized
    • No further actions (approval, renewal) are available
    • A new permit must be created if needed

Best Practices

  • Always provide detailed notes when submitting reactivation requests to ensure proper documentation
  • Review all permit conditions before approving reactivations
  • Ensure new expiration dates comply with regulatory requirements
  • Use clear, specific language when documenting denial reasons
  • Consider the permanence of closing permits - this action cannot be reversed

Troubleshooting & FAQs

Q: Can I modify a closed permit? 

A: No, once a permit is marked as "Closed," it cannot be updated to a new status.

Q: What happens after I submit a reactivation request? 

A: The request enters the approval workflow where authorized personnel can either approve or deny the reactivation.

Q: How do I determine the appropriate new expiration date? 

A: Follow your organization's permit policies and applicable regulations when setting new expiration dates.