Inspection Record - Adding Permits

Inspection Record - Adding Permits

Purpose Statement

This feature enables fire department personnel to manage permits directly within inspection records, streamlining the permit review and approval process during on-site inspections. Users can view existing permits associated with an occupancy, create new permits, and edit permit details while maintaining automatic linkage between permits and inspection records for comprehensive tracking and reporting.

Background Information

The Inspection Record permit management feature integrates permit workflows directly into the inspection process, eliminating the need to switch between separate systems. This functionality is particularly valuable for fire prevention officers conducting occupancy inspections who need to review permit status, create new permits based on inspection findings, or approve pending permit renewals. The system automatically links permits created during inspections to the inspection record, ensuring proper documentation and enabling accurate compliance reporting.

Required Permissions

  • Inspection Record access permissions
  • Permit management permissions (view, create, edit)
  • Fire prevention module access
  • Occupancy data access permissions

Video


Step-by-Step Guide

Warning
NOTE: Save the Inspection before adding a Permit(s) to save and retain any data entered in the sections above Permits.


1. Click on Permits.


Click on Permits.



2. Current and previous permits displayed.


Current and previous permits displayed.



3. Click on Expand to expand advanced search to filter the permits list if needed.


Click on Expand to expand advanced search to filter the permits list if needed.



4. Enter data for advanced search and select Apply. Selecting Reset, will reset the advance search.


Enter data for advanced search and select Apply. Selecting Reset, will reset the advance search.



5. Click on New Permit to add a new permit.


Click on New Permit to add a new permit.



6. Selecting New Permit will open the FD Permit dialog window.






7. Select a Permit Type and enter an necessary notes.


Select a Permit Type and enter an necessary notes.



8. Click on Save.


Click on Save.



9. New Permit has been created.


New Permit has been created.



10.  Advanced search Options:
  1. Show Permits
    1. Occupancy Permits - All Permits associated with the Occupancy - Default setting.
    2. Inspection Permits - Permits created for this Inspection.
    3. Inspection Series Permits - Show all permits that are linked with an inspection in the same series. For example, if the user is on the 2nd reinspection it will show any permit linked to the initial inspection, 1st reinspection and 2nd reinspection.
  2. Complex Name
  3. Status Date From
  4. Status Date To
  5. Status
  6. Manual Status
  7. Permit Type





11. Click on edit to navigate to the Edit Permit dialog window.


Click on edit to navigate to the Edit Permit dialog window.



12. Edit Permit dialog window.


Edit Permit dialog window.



13. Update or review sections such as Contacts, Review, Custom Data Fields, Signatures, etc. (#1) and then select the appropriate Action such as Approved (#2).





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14. Click on Submit in the Permit Application Approved dialog window.


Click on Submit in the Permit Application Approved dialog window.



15. Click on Close and the user will be returned to the in-progress inspection.


Click on Close and the user will be returned to the in-progress inspection.



16. User can select Confirm or Cancel when returning to the In-progress Inspection. This will be displayed if the Inspection is being timed. The Inspection Timer/Clock will be paused while editing the Permit.






17. New active permit example.


New active permit example.



18. A Permit created while recording an inspection will be automatically linked to the Inspection Record.


A Permit created while recording an inspection will be automatically linked to the Inspection Record.



19. Permits renewed or pending renewal during the inspection process will be linked to the inspection.
  1. When the permit is created or renewed during the inspection it will also link the permit to the inspection and be able to add that criteria in ad-hoc reporting to show in the criteria.

  2. If a permit is opened from Inspections > Open Inspection > Permits, and the user submits, resubmits, or approves the renewal, the permit is automatically linked to the inspection.








Best Practices

  • Always save inspection data before adding or modifying permits to prevent data loss
  • Use advanced search filters to quickly locate specific permits in occupancies with multiple permits
  • Review all permit sections (Contacts, Review, Custom Data Fields) before approving permits
  • Take advantage of automatic linking between permits and inspections for accurate record-keeping
  • Utilize inspection series permit view to understand the complete permit history across related inspections

Troubleshooting & FAQs

Q: Why don't I see the permits I'm looking for? A: Use the advanced search options to filter by permit type, status, or date range. Ensure you're viewing the correct permit category (Occupancy, Inspection, or Inspection Series).

Q: What happens if I don't save the inspection before adding permits? A: Data entered in sections above the Permits section may be lost. Always save the inspection first to retain your work.

Q: How do I know if a permit is linked to my inspection? A: Permits created or renewed during the inspection process are automatically linked and will appear in inspection-related reporting criteria.

Q: Can I edit permits from previous inspections? A: Yes, you can edit existing permits, but be aware that changes will affect the permit across all associated records, not just the current inspection.

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