Automatically approve a permit after criteria have been met
Purpose Statement
This feature enables automatic permit approval when predefined criteria are satisfied, streamlining the permit workflow process. It eliminates manual approval steps by automatically processing permits when invoices are paid in full or inspection requirements are completed, reducing administrative workload and ensuring faster permit issuance for compliant applications.
Background Information
The automatic permit approval system is designed to enhance operational efficiency by removing manual bottlenecks in the permit approval process. This feature is particularly valuable for routine permits where approval criteria are standardized and predictable. The system supports multiple approval criteria including invoice payment status and inspection completion requirements. This automation ensures consistent processing times and reduces the risk of delays due to manual oversight.
Prerequisites:
- Permits must be configured within an automatic permit workflow
- Appropriate user permissions for permit type configuration
- Understanding of your department's approval criteria and compliance requirements
Required Permissions
To configure automatic permit approval, users must have the following permissions:
- Permit Management: Full access to create and edit permit types
- Automation Configuration: Permission to enable and configure automated workflows
- Invoice Management: Access to link invoices to permits (if using invoice-based criteria)
- Inspection Management: Access to configure inspection series and responses (if using inspection-based criteria)
Video
Step-by-Step Guide
- When the permit's linked invoice(s) are paid in full, it meets the criteria.
- A permit can be linked to one or more invoices.
- NOTE: Step 2 default is the Effective Date is when the permit is approved, when all the criteria have been met.
- For a permit linked to the inspection to be approved, all invoices linked to that permit (even if they are not linked to the inspection) must be paid in full.
- The permit will be automatically approved when no fail
and/or citations exist for the linked inspection series.
- Select the Appropriate Inspection Responses:
- NOTE: This is the only
option for Criteria Option #1 The permit and invoice are linked.
- NOTE: This option is only allowed if criteria is set to The permit is linked to an inspection series where there is a linked invoice.
- When approving the permit, the effective date will be the “Completed At” of the series initial inspection, even if the invoice was linked to a re-inspection.
Best Practices
- Test automation rules with a small subset of permits before full implementation
- Establish clear criteria that align with your department's compliance requirements
- Monitor automated approvals regularly to ensure proper functionality
- Document your approval criteria for staff training and consistency
- Set up email notifications to keep applicants informed of approval status
- Review and update criteria periodically to match changing regulations
- Ensure invoice payment integration is properly configured before enabling invoice-based criteria
- Coordinate with inspection teams when using inspection-based approval criteria
Troubleshooting & FAQs
Common Issues:
Q: Why isn't my permit being automatically approved even though the invoice is paid? A: Verify that the permit is configured in an automatic permit workflow and that the invoice is properly linked to the permit. Check that automation is enabled for the permit type.
Q: The effective date seems incorrect on my approved permit. What's happening? A: Review your effective date configuration. Option #1 uses approval date, while Option #2 uses the inspection completion date. Ensure you've selected the appropriate option for your workflow.
Q: Permits aren't being approved despite passing inspections. What should I check? A: Confirm that the inspection responses are properly configured in your automation criteria. Verify that no failures or citations exist for the linked inspection series.
Q: Can I modify automation settings for permits that are already in the system? A: Yes, but changes will only affect permits processed after the modification. Existing permits will follow their original automation configuration.
Q: What happens if multiple invoices are linked to a single permit?
A: All linked invoices must be paid in full before the permit will be automatically approved.
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