Configure Permit Type for Business Portal
Purpose Statement
This article explains how to configure permit types for access through the Business Portal, allowing external users (businesses, contractors, service providers) to submit permit requests directly to your department. This feature enables Authorities Having Jurisdiction (AHJs) to control which permit information is visible to Business Portal users, set question-level requirements, add custom instructions, and route incoming permit requests to the appropriate internal staff or teams.
Background Information
The Business Portal provides a secure, external-facing platform where businesses and service providers can submit permit requests without requiring full access to your department's First Due system. By configuring permit types for Business Portal access, you create a streamlined submission process while maintaining complete control over:
- Which custom data fields (questions) external users can see and complete
- Which questions are required versus optional for portal submissions
- Custom instructions specific to portal users
- Internal notification routing when new requests are submitted
Common Use Cases:
- Fire alarm service providers submitting ITM work orders
- Contractors requesting fire prevention inspections
- Businesses applying for operational permits
- Service companies requesting plan reviews
Required Permissions
To configure permit types for Business Portal access, users must have:
- Fire Prevention Administrator permissions
- Permit Configuration access
Video
Step-By-Step Guide
1. Click on Permits.
2. Click on Permit Types.
3. Click on Filter.
4. Select Permit Types and filter for the Permit you wish to edit.
5. Click on Apply filters.
6.Click the Edit icon (pencil) next to the permit type you wish to modify.
7. Click on Custom Data Fields.
8. Ability to control Business Portal visibility and required status at the individual question level.
9. Click on User Portals.
10. Click on "Available on" to populate Portal Options.
Business Portal
Community Connect
-CC Users (Residential)
-HH Users (Business)
11. Ability to add custom permit instructions visible to Business Portal users.
12. Configure notifications to individual users or teams for incoming Business Portal permit request.
13. Click on Save.
Best Practices
Question Visibility Strategy:
- Only make questions visible to Business Portal users if they have the information needed to answer them
- Keep internal workflow questions (assignment, review notes, internal status) hidden from portal users
- Use clear, plain language for questions visible to external users
Custom Instructions:
- Write instructions specifically for external users who may not be familiar with your internal processes
- Include submission requirements, expected response times, and any required documentation
- Keep instructions concise and actionable
Notification Routing:
- Route notifications to specific team members or teams based on permit type and workload
- Consider setting up team notifications rather than individual user notifications to ensure coverage during absences
- Test notification routing after configuration to confirm proper delivery
Required vs. Optional Questions:
- Mark critical information as required to ensure complete submissions
- Consider making questions optional if the information can be gathered during the review process
- Balance thoroughness with user experience - too many required fields may discourage submissions
Common Mistakes to Avoid:
- Don't enable portal access before configuring question visibility (external users may see internal fields)
- Don't forget to set up notifications (submissions may go unnoticed)
- Don't make all questions visible - review each field's relevance to external users
Troubleshooting & FAQs
Q: Business Portal users report they cannot see the permit type I just configured.
A: Verify that you selected "Business Portal" in the User Portals section and clicked Save. Also confirm that the Business Portal is enabled for your department.
Q: External users are seeing internal workflow questions.
A: Return to Custom Data Fields and ensure you've toggled off Business Portal visibility for any internal-only questions.
Q: No one is receiving notifications when portal requests come in.
A: Check your notification configuration under the User Portals section. Ensure you've designated specific users or teams to receive alerts for this permit type.
Q: Can I have different required questions for portal users vs. internal users?
A: Currently, the required status applies to all users. However, you can control visibility - hide non-critical questions from portal users while keeping them available for internal staff.
Q: What's the difference between Business Portal and Community Connect access?
A: Business Portal is designed for businesses and service providers submitting permit requests. Community Connect is for residential users and community engagement. Select the portal(s) appropriate for your use case.
Q: Can portal users see the status of their submitted permits?
A: Yes, once submitted through the Business Portal, users can track the status of their permit requests through their portal dashboard.
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