Permits: Manual Status Setup

Permits: Manual Status Setup

Purpose Statement

To explain how to manually add and configure permit statuses in the First Due Platform. This feature allows administrators to create custom permit workflow statuses that align with their department's specific permit processing procedures, ensuring accurate tracking and reporting throughout the permit lifecycle.

Background Information

Permit statuses are essential components of the permit workflow system that help track the progress of permits from initial application through final approval or denial. Custom permit statuses allow departments to reflect their specific approval processes, regulatory requirements, and internal workflows. This feature is particularly valuable for departments managing multiple permit types or those with complex approval chains involving multiple reviewers or inspection phases.

Common use cases include creating statuses for different stages of review (initial review, field inspection, final approval), different permit types (burn permits, special events, occupancy permits), or department-specific workflow requirements.

Required Permissions

Users must have Permits Module Administrator permissions to create, modify, or delete permit statuses. This permission level ensures that only authorized personnel can modify the permit workflow structure that affects all users processing permits within the system.

Video

Step-by-Step Guide


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1. Navigate to the Permits Module.


Navigate to the Permits Module.



2. Select Permit Status.


Select Permit Status.



3. Select Add Status.


Select Add Status



4. Enter the name of the new status.


Enter the name of the new status



5. Select if you want it active.


Select if you want it active.



6. Select if you want this to be the Final Status
Notes
Is Final Status means that you will no longer be able to edit.



Select if you want this to be the Final Status



7. If you select this icon you can change the order of the status by dragging and dropping.


If you select this icon you can change the order of the status by dragging and dropping.



8. This icon will allow you to delete the status from the platform.


This icon will allow you to delete the status from the platform.



9. Click on Save


Click on Save

Best Practices

Status Naming Conventions:

  • Use clear, descriptive names that are easily understood by all staff
  • Maintain consistency with existing departmental terminology
  • Consider using action-oriented names (e.g., "Under Review," "Awaiting Inspection")

Workflow Design:

  • Arrange statuses in logical order that reflects your actual permit process
  • Carefully consider which statuses should be marked as "Final Status"
  • Test new statuses with a few permits before rolling out department-wide

Status Management:

  • Regularly review and optimize your permit status structure
  • Archive unused statuses rather than deleting them to preserve historical data
  • Document your permit workflow for staff training purposes

Troubleshooting & FAQs

Q: Can I edit a permit that has reached Final Status? A: No, permits with Final Status cannot be edited. If changes are needed, contact your system administrator to modify the status configuration.

Q: What happens to existing permits if I delete a status? A: Deleting a status that's been used in existing permits may cause data integrity issues. Instead, set the status to inactive to preserve historical records.

Q: Can I change the order of statuses after creating them? A: Yes, use the drag-and-drop functionality to reorder statuses at any time.

Q: How many permit statuses can I create? A: There's no strict limit, but consider keeping the number manageable for user experience and workflow efficiency.

Common Issues:

  • Status not appearing in workflows: Ensure the status is set to "Active"
  • Cannot modify permits: Check if the permit has reached a Final Status
  • Deleted status still showing: Clear browser cache and refresh the application

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