Permit Data Sharing

Permit Data Sharing

Purpose Statement

The Permit Data Sharing feature enables Fire/EMS agencies to securely share permit information with partner organizations within the First Due platform. This functionality allows authorized users from different client accounts to view permit data for properties in shared jurisdictions, improving coordination and information access across multiple agencies while maintaining appropriate access controls.

Background Information

Permit Data Sharing is part of First Due's broader data sharing capabilities, designed to facilitate inter-agency collaboration in fire prevention, inspection, and emergency response activities. This feature is particularly valuable for:

  • Multi-jurisdictional response scenarios
  • Mutual aid agreements
  • Regional fire prevention programs
  • Coordinated inspection activities

The feature requires active data sharing configuration and is only available to client accounts with data sharing enabled. Access is controlled through granular permissions that allow organizations to specify exactly what permit information can be viewed by partner agencies.

Required Permissions

To configure Permit Data Sharing, users must have:

  • Admin access to the User Data Sharing module
  • FD Permits - Read permission (for viewing shared permits)
  • Appropriate data sharing permissions enabled at the account level

Partner organizations viewing shared permits require:

  • FD Permits - Read permission in their own account
  • Granted access through the sharing organization's User Data Sharing configuration

Video


Step-by-Step Guide





​
1. Click on Admin.


Click on Admin



2. Click on User Data Sharing.


Click on User Data Sharing



3. Enter a name that you desire to share your data with.






4. Click on Add.


Click on Add



5. Use the dropdowns in other columns (e.g., Dispatches, Pre-Plan, Community Connect, Hydrants, etc.) to configure additional access as necessary.
  1. If needed, remove a user by clicking the trash can icon in the respective row.
  1. Click Save to confirm changes after all changes are made.





6. Select "Fire Inspection/Permit" or "Permit" to allow the Partner to view shared Addresses.






7. Select View Only or None in the Permit Column for the user, then select Save.
  1. None: No access to permit data.
  1. View Only: The partner can view existing permits from the account if they have this option AND the FD Permits – Read permission.





8. Examples for permit visibility:
  1. Users from Client A create a permit in their own place:
    1. Users from Client A can always view and edit this permit
    2. Users from Client B can only view this permit if Client A granted them "Permits = View Only"
    3. Users from Client B cannot edit the permit
  2. User from Client A creates a permit in Client B's place:
    1. Users from Client A can only view and edit this permit if Client B has granted them "Address Share Module" = "Permit" or "Fire Inspection/Permit"
    2. Users from Client B can only view this permit if Client A granted them "Permits = View Only" (even though B owns the place, they need permission to view permits created by others)
    3. Users from Client C can view this permit ONLY IF:
      1. Client A granted them "Permits = View Only" AND
      2. Client B granted them "Permits = View Only" OR "Address Share Module" = "Permit" or "Fire Inspection/Permit"
  3. Permission chaining scenario (not allowed):
    1. Client A shares their addresses with Client B ("Address Share Module" = "Permit")
    2. Client B grants "Permits = View Only" to Client C
    3. Result: Client C CANNOT view permits created by Client B in Client A's places
    4. For Client C to view these permits, Client A must directly grant "Permits = View Only" OR "Address Share Module" = "Permit" or "Fire Inspection/Permit" to Client C

Best Practices

Access Management
  • Regularly review and audit data sharing permissions
  • Grant only the minimum necessary access level for each partner organization
  • Document sharing agreements and maintain records of access grants
  • Establish clear protocols for adding and removing partner access
Security Considerations
  • Ensure partner organizations have appropriate internal permissions before granting access
  • Coordinate with partner agencies to verify they have FD Permits - Read permissions
  • Monitor shared data usage and maintain audit trails
  • Review and update sharing agreements periodically
Coordination Guidelines
  • Communicate with partner organizations when setting up or modifying sharing permissions
  • Establish clear understanding of data usage policies and restrictions
  • Coordinate permit creation workflows to avoid conflicts or duplicate entries

Troubleshooting & FAQs

Common Issues

Q: Partner organization cannot see shared permits despite having access granted A: Verify that:

  • The partner organization has FD Permits - Read permission in their account
  • Both "Address Share Module" is set to "Permit" or "Fire Inspection/Permit" AND "Permit" column is set to "View Only"
  • Changes have been saved in the User Data Sharing configuration

Q: Can partners edit permits in shared locations? A: No, partners with "View Only" access can only view permits. They cannot create, edit, or delete permits in shared locations.

Q: How does permission chaining work with multiple partners? A: Permission chaining is not allowed. Each partner must receive direct permission grants. For example, if Client A shares with Client B, and Client B wants to share with Client C, Client A must directly grant permissions to Client C.

Permit Visibility Scenarios

Scenario 1: Permit in Own Location

  • Users from Client A create permit in their location
  • Client A users: Full view and edit access
  • Client B users: View only (if granted "Permits = View Only")

Scenario 2: Permit in Partner's Location

  • Client A creates permit in Client B's location
  • Client A users: View/edit only if Client B granted "Address Share Module" = "Permit" or "Fire Inspection/Permit"
  • Client B users: View only if Client A granted "Permits = View Only"

Scenario 3: Multi-Partner Access

  • For Client C to view permits created by Client A in Client B's location, both Client A and Client B must directly grant appropriate permissions to Client C

Related Articles

  • User Data Sharing
  • Fire Inspection and Permit Management
  • Admin User Management
  • Inter-Agency Data Sharing Best Practices
  • Permission Configuration Guide



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