Permit Request from the Community Connect Portal

Permit Request from the Community Connect Portal

Purpose Statement

This article demonstrates the workflow process for handling permit requests submitted through the Community Connect Portal. The process enables Fire/EMS departments to efficiently review, process, and respond to community-submitted permit applications while maintaining proper documentation and communication with requesters.

Background Information

The Community Connect Portal allows community members to submit permit requests directly to your department, streamlining the application process and reducing administrative overhead. When permits are submitted through the portal, they appear in your system with "Submitted" status and require review and processing by authorized personnel. This feature supports both residential and commercial permit types and integrates with your department's existing workflow processes.

Required Permissions

To complete this workflow, users need:

  • Permits module access
  • Edit permit permissions
  • Ability to change permit status
  • Access to custom data fields (if configured)
  • Email notification permissions (for status updates)

Video


Step-by-Step Guide




1. Option 1: Click on Permits.







2. Click on Permits.


Click on Permits.



3. Set Advanced Search to Status "Submitted" and select "Apply."






4. Select "Edit for the Submitted Permit.






5. The Permit will get assigned to the signed in user. This can be changed, if needed.


The Permit will get assigned to the signed in user. This can be changed, if needed.



6. To view any attachments added to the Permit request, click on Review.
  1. Attached files will be in the Attachments area, click on View Attachment.


To view any attachments added to the Permit request, click on Review.



7. If you have any Custom Data Fields available in the Permit Type, select Custom Data Fields to view them.
  1. To review Custom Data Field(s) displayed in the Community Connect Portal for the Permit requester, expand the Custom Data Field.
  2. The Custom Data Field will be marked with "Show on CC" (#1).
  3. Data entered by the requester will be displayed (#2).
  4. You may have other Custom Data Fields to to enter data into for the Permit.





8. To view any notes added for the Permit requested, Click on History.
  1. Notes will be in the Permit Submitted row.


To view any notes added for the Permit requested, Click on History.



9. Follow your local work flow process for the Permit Request, then select "Close."
  1. The Permit requester will receive an email notification with any status change to the permit.
  2. For an "Approved" Permit, the requester will receive a copy of the Permit attached to the email.






10. Option 2: If you have notifications set-up for the Permit Type, Users will receive an email notification.
  1. Select the link and the user will be taken to the Edit Permit Page. Follow the same workflow process as described above in steps 5 through 9.






Best Practices

  • Review all submitted permits promptly to maintain good community relations
  • Verify all required attachments and custom data fields before processing
  • Use consistent status updates to keep requesters informed
  • Follow your department's established permit approval procedures
  • Document any additional requirements or conditions in the permit notes
  • Ensure proper assignment of permits to qualified reviewers
  • Maintain clear communication with community requesters throughout the process

Troubleshooting & FAQs

Q: What if I can't see submitted permits? A: Verify your Advanced Search filter is set to Status "Submitted" and ensure you have proper permissions to view permits.

Q: Can I reassign a permit to another user? A: Yes, permits can be reassigned during the review process by changing the assigned user field.

Q: What happens if attachments won't open? A: Ensure you have proper permissions and that the file format is supported. Contact your system administrator if issues persist.

Q: How do I handle permits with missing information? A: Follow your department's procedure for incomplete applications, which may include contacting the requester for additional information before processing.

Related Articles

  • Applying for a Permit in Community Connect - CC (Residential User)
  • How to apply for a permit in Community Connect - HH (High Hazard/Commercial User)
  • Create and Edit Permit Type

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