Purpose Statement

This article explains how to configure a Permit Type for use within the Business Portal and Community Connect in First Due. Proper configuration ensures that external users can apply for permits, submit required information, and trigger internal notifications efficiently.

Background Information

Permit Types in First Due allow agencies to standardize and manage different permit workflows (e.g., tent permits, inspections, high-hazard permits). When enabled for portals like Business Portal and Community Connect, these permit types become accessible to external users such as businesses or community members.

Key components of configuration include:

• Custom Data Fields (questions shown to applicants)
• Portal Visibility Settings
• Attachment Requirements
• Instructions for Applicants
• Notification Routing

This setup is commonly used by Fire Prevention teams to streamline permit applications and ensure compliance with local regulations.

Required Permissions

To configure Permit Types, users typically need:

• Admin or Administrator access
• Permissions for:
  • Permits Module
  • Permit Type Configuration
  • User/Team Notification Settings

Video

Step-by-Step Guide
 

1. Navigate to Permit Types

1. Go to Permits
2. Select Permit Types
3. Open an existing permit type (or create a new one if needed)

2. Configure Custom Data Fields

1. Locate the Custom Data Fields section
2. Review or add questions that applicants will see
3. Toggle fields to:
   • Visible → allows portal users to see the question
   • Required → forces users to answer before submission

💡 Example: For a tent permit, require details like size, location, and occupancy.

3. Enable User Portals (Business Portal / Community Connect)

1. Navigate to the User Portals section
2. Select which portals should have access:
   • Business Portal
   • Community Connect
   • High Hazard Portal (if applicable)
3. Toggle ON the appropriate portals

4. Configure Attachments

1. Decide if applicants can upload files
2. Enable Allow Attachments
3. (Optional) Toggle Required if documentation is mandatory

💡 Example: Require a site plan for tent permits.

5. Add Applicant Instructions

1. Enter instructions in the Instructions field
2. Use formatting options:
   • Bold, italic, underline
   • Headings and links
3. Upload supporting documents if needed

Applicants will see:

• Written instructions
• Downloadable attachments

6. Set Notification Recipients

1. Go to the Notifications section
2. Click Add
3. Choose:
   • A Team (e.g., Inspector Team)
   • An Individual User
4. Save selections

💡 This ensures the right personnel are alerted when a permit is submitted.

7. Save Changes

1. Click Save
2. Confirm changes are applied

⚠️ Changes will not take effect until saved.

Best Practices

• Require only essential fields to avoid user frustration
• Always include clear instructions for applicants
• Use attachments for checklists or compliance documents
• Assign notifications to teams rather than individuals when possible
• Test the permit in both Business Portal and Community Connect before going live

Troubleshooting & FAQs

Q: Why can't users see the permit in the portal?
A: Ensure Business Portal and/or Community Connect is enabled under User Portals and the permit is saved.

Q: Why are submissions missing required data?
A: Verify that fields are marked as Required, not just visible.

Q: Why isn’t anyone receiving notifications?
A: Check that users or teams are added in the Notifications section.

Q: Can users upload multiple attachments?
A: Yes, multiple attachments can be allowed and managed.