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Portal Permit Formula Line Item

Purpose Statement

The Portal Permit Formula Line Item feature allows agencies to automatically calculate permit fees using values entered by applicants through supported user portals. These calculations can reference Numeric or Currency Custom Data Fields associated with a Permit.

This feature helps reduce manual fee calculations and supports variable permit fees based on measurable values such as square footage, device quantities, sprinkler heads, or other numeric inputs.

Background Information

Some permit fees vary based on information supplied by the applicant. Instead of requiring staff to manually calculate those fees, agencies can configure a Portal Permit Formula line item that uses applicant-entered Custom Data Fields as part of a mathematical formula.

The setup involves two primary areas:

  • Permit Configuration — Create applicable Custom Data Fields, display them in user portals, and associate the appropriate line items.
  • Fee Schedule Configuration — Create a line item using Portal Permit Formula as the Fee Type and define the formula.

For example, an agency could calculate a sprinkler permit fee based on the number of sprinkler heads multiplied by a configured amount per head.

Required Permissions

Users typically need permissions related to:

  • Invoicing Management
  • Fee Schedule Management
  • Custom Data Field Management
  • Portal Configuration
  • Permit Management

Permission names may vary depending on agency configuration.

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Step-by-Step Guide

1. Configure the Permit Custom Data Fields

  1. Open the applicable Permit configuration.
  2. Create one or more Custom Data Fields using one of the following Field Types:
    • Numeric
    • Currency
  3. Enable Required Response.
  4. Enable Show Question in User Portals.

These fields will provide the values used by the Portal Permit Formula.

2. Configure User Portal and Line Item Associations

  1. Select the appropriate User Portals for the Permit.

  2. Associate the applicable line items with the Permit.

3. Save the Permit Configuration

  1. Review the Permit configuration.

  2. Select Save.

4. Navigate to the Fee Schedule

  1. Navigate to Invoicing.

  2. Select Fee Schedule.

5. Create a Line Item

  1. Select Create Line Item.

6. Configure the Line Item

  1. Complete the required line item fields.
  2. Complete any optional fields as needed.
  3. For Fee Type, select Portal Permit Formula.

7. Select the Custom Data Field Placeholder

  1. Open the Placeholder dropdown.
  2. Select the Custom Data Field that should be used in the formula.

The selected placeholder represents the value entered by the applicant in the portal.

8. Create the Fee Formula

  1. Build the formula based on your agency's fee schedule.
  2. Use the selected Custom Data Field placeholder in the calculation.

Example:
If an agency charges $25 per exit, the formula would multiply the applicant-entered number of exits by 25.

 

9. Save the Line Item

  1. Review the formula and configuration.
  2. Select Save.
     

Best Practices

  • Use clear Custom Data Field labels so applicants understand exactly what information to enter.
  • Enable Required Response for fields used in fee calculations so applicants provide the information needed by the formula.
  • Confirm Show Question in User Portals is enabled for all fields applicants must complete.
  • Keep formulas as simple as possible to make troubleshooting and maintenance easier.
  • Test formulas with multiple input values before making the Permit available to applicants.
  • Verify the correct line item is associated with the correct Permit and portal.
  • Consider how currency rounding should be handled when creating fee formulas.
  • Review fee formulas whenever your agency's fee schedule changes.

Troubleshooting & FAQs

Why isn't the formula calculating correctly?
Verify that the correct Custom Data Field is selected from the Placeholder dropdown and that the formula has been entered correctly.

Why can't applicants see the Custom Data Field in the portal?
Confirm that Show Question in User Portals is enabled and that the Permit is associated with the appropriate User Portal.

Why should the Custom Data Field be required?
A formula depends on the value entered into the Custom Data Field. Enabling Required Response helps ensure the applicant provides the information needed for the calculation.

Can a formula use multiple Custom Data Fields?
The provided workflow describes selecting Custom Data Field placeholders for use in a Portal Permit Formula. Configure the formula using the applicable placeholders supported by the line item setup.

What Field Types should be used for formula inputs?
Use Numeric or Currency Custom Data Fields.

Where do I modify an existing Portal Permit Formula?
Navigate to Invoicing > Fee Schedule, locate the applicable line item, and edit its formula configuration.

What should I do after changing a formula?
Test the updated calculation with representative input values before using it for live permit applications.