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Portal Permit Formula Line Item

Purpose Statement

The Portal Permit Formula Line Item feature enables fire departments and EMS agencies to automatically calculate permit fees based on custom data fields entered by applicants through the Community Connect Portal and Business Portal. This feature eliminates manual fee calculations, reduces errors, and streamlines the permit application process by allowing dynamic fee computation based on variable factors such as square footage, number of devices, or other measurable criteria.

Background Information

Traditional permit fee structures often require manual calculations based on various factors like building size, number of installations, or equipment quantities. The Portal Permit Formula Line Item automates this process by creating mathematical formulas that reference custom data fields filled out by permit applicants. This feature is particularly valuable for permits with variable fees based on measurable criteria, such as fire sprinkler systems (charged per head), building square footage, or number of inspections required. The system supports complex calculations and ensures consistent fee application across all portal submissions.

Required Permissions

To configure Portal Permit Formula Line Items, users must have the following permissions:

  • Invoicing Management - Required to access Fee Schedule and create line items
  • Custom Data Field Management - Required to create and configure numeric/currency custom data fields
  • Portal Configuration - Required to associate line items with user portals and configure portal settings
  • Permit Management - Required to set up permits and associate custom data fields

Video


Step-by-Step Guide

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Permit:

1. When setting up a Permit one or more Custom Data Fields are set-up using the Numeric or Currency Field Types:
  1. NOTE: Toggle on Required Response and Show Question in User Portals





2. Select appropriate User Portals and Associate correct line items:




3. Save when done.






Line Item:

1. Navigate to Invoicing and then Fee Schedule:





2. Select Create Line Item:




3. Select required fields as needed and select Portal Permit Formula for the Fee Type.  Also fill in optional fields as needed.





4. Select the Custom Data Field from the Placeholder Dropdown list:




5. Create the Fee Formula based upon your fee schedule.  This example multiplies the Number of Sprinkler Heads x $2.50 each.






6. Save when done:




Best Practices

Formula Design:

  • Keep formulas simple and easy to understand for troubleshooting
  • Test calculations with various input values before going live
  • Use clear naming conventions for custom data fields that applicants will easily understand
  • Consider rounding rules for currency calculations to avoid fractional cent issues

Data Field Configuration:

  • Always require responses for fields used in fee calculations to prevent null value errors
  • Provide clear field labels and help text to guide applicants
  • Set appropriate minimum/maximum values to prevent unrealistic entries
  • Consider using Currency field type when the input itself represents a monetary value

Portal Setup:

  • Test the complete workflow from applicant perspective before deployment
  • Ensure formula results display clearly in the portal interface
  • Verify that calculated fees appear correctly in invoicing and payment processing

Troubleshooting & FAQs

Q: The formula isn't calculating correctly. What should I check? A: Verify that the custom data field is properly linked in the Placeholder Dropdown, ensure the field is marked as required, and test the mathematical formula syntax.

Q: Applicants can't see the custom data field in the portal. A: Confirm that "Show Question in User Portals" is toggled ON and that the permit is associated with the correct user portals.

Q: Can I use multiple custom data fields in one formula? A: Yes, you can reference multiple custom data fields in a single formula for complex calculations involving multiple variables.

Q: What happens if an applicant enters zero or leaves the field blank? A: If the field is marked as required, applicants cannot submit without entering a value. For optional fields, ensure your formula handles zero or null values appropriately.

Q: How do I modify an existing formula? A: Navigate back to Invoicing > Fee Schedule, locate your line item, and edit the formula. Test thoroughly after making changes.