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Knowledge Center

Updating Expired Permit

Purpose Statement

The Updating an Expired Permit process allows authorized users to manage permits that have reached their expiration date.

An expired permit can be handled through one of two workflows:

  • Reactivate and renew the permit by submitting it for renewal and completing the approval process.
  • Close the permit when no further renewal or approval actions are required.

These options help agencies maintain accurate permit statuses throughout the permit lifecycle.

Background Information

When a permit reaches its expiration date, users can locate it from the Permits list by filtering for Expired permits.

Depending on the circumstances, the expired permit can then be submitted for renewal or closed.

Reactivate and Renew

The renewal workflow includes:

  1. Submitting the permit for renewal.
  2. Approving or rejecting the renewal.
  3. Setting a new expiration date when approved.

Close

Closing an expired permit finalizes it. Once closed, no further approval or renewal actions are available. If another permit is needed, a new permit must be created.

Required Permissions

Users performing this workflow need applicable permissions related to:

  • Permit Management
  • Editing Permits
  • Approval authority for renewal approvals
  • Access to Permit records

Exact permission requirements may vary based on agency configuration and assigned user roles.

Video

Step-by-Step Guide

Locate Expired Permits

  1. Navigate to Permits > Permits.
  2. Use Search or the available filters to locate permits.
  3. Select the Expired filter.
  4. Select Apply.
  5. Review the expired permits displayed in the list.


 

Option 1: Reactivate and Renew an Expired Permit

1. Open the Permit

  1. Select the applicable expired permit from the list.
  2. Select Renewal Submitted.


 

2. Submit the Permit for Renewal

  1. Enter or select Received By.
  2. Enter Notes, if applicable.
  3. Select Submit.


 

3. Review the Renewal

After the renewal has been submitted, select one of the following:

  • Approved — Continue with the permit renewal.
  • Rejected — Reject the renewal request.

 

4. Reject the Renewal

If the renewal should not be approved:

  1. Select Rejected.
  2. Enter the Reason for Rejection.
  3. Select Submit.


 

5. Approve the Renewal

If the renewal is approved:

  1. Select Approved.
  2. Verify or update the New Expiration Date.
  3. Enter Comments, if applicable.
  4. Select Submit.


 

Option 2: Close an Expired Permit

1. Open the Permit

  1. Select the applicable expired permit.

2. Close the Permit

  1. Select Close.
  2. Enter the applicable Closing Notes.
  3. Submit the update.

3. Review the Closed Permit

Once the permit is closed:

  • The permit is finalized.
  • Additional approval or renewal actions are no longer available.
  • A new permit must be created if another permit is needed.

Best Practices

  • Review the permit before deciding whether it should be renewed or closed.
  • Enter clear notes when submitting a permit for renewal.
  • Verify the New Expiration Date before approving the renewal.
  • Follow agency requirements when determining an appropriate new expiration date.
  • Provide a clear Reason for Rejection when rejecting a renewal.
  • Use Closing Notes to document why an expired permit is being closed.
  • Remember that closing a permit finalizes it and removes further approval and renewal actions.

Troubleshooting & FAQs

How do I find expired permits?
Navigate to Permits > Permits, select the Expired filter, and select Apply.

How do I renew an expired permit?
Open the expired permit and select Renewal Submitted. After entering the required information and submitting the renewal, it can be approved or rejected.

What happens when the renewal is approved?
The user can verify or update the New Expiration Date, enter comments if applicable, and submit the renewal.

Can a renewal request be rejected?
Yes. Select Rejected, enter a Reason for Rejection, and submit the update.

Can I modify a permit after it has been closed?
The provided workflow states that once the permit is Closed, it cannot be updated to another status.

Can I renew a permit after it has been closed?
No. Once closed, further approval and renewal actions are unavailable. A new permit must be created if needed.

What expiration date should I use when approving a renewal?
Use the expiration date required by your agency's permit policies and applicable requirements.