How do I configure a new permit
Configuring permits begins with digitising the forms that are required in the permitting workflow. This is done in the Form Builder tool that is part of the system and can be accessed by General Administrators. Form Builder is an easy-to-use form digitisation tool. Its use is described in a separate SOP.
Digitising Forms
When digitising forms it is important to break out the required components of the e-permits in separate digitised forms, i.e. digitise the parts of the hardcopy permit that are to be completed at different times of the permitting process separately. It is possible to digitise forms in their entirety first.
The available stages that can be used to design the E-Permit Workflow are: Application, Awaiting Approval, Signature, Post-Approval and Close-Out. Each of these stages can hold one or more digitised forms. If a stage is not relevant in the workflow of a specific permit, it can simply be omitted if no form is assigned to it.
Setting Up Permits
Setting up a new permit is done in the ‘Settings’ section on the sidebar by accessing the sub-section ‘E-permit Types’.
In this section, all available permits are accessible. Create a new permit type by clicking on ‘+ New E-Permit Type’. This will open the system window ‘Create new E-Permit Type’.
The field ‘Name’ is used to create the name of the permit, e.g. Hot Works Permit, Work in Confined Spaces Permit, or similar. This field is mandatory. The new permit cannot be created if this field is blank.
The field ‘Description’ is non-mandatory and can be used to create a more elaborate description of the permit.
You can use the ‘Color’ selection to highlight your new permit type in the main table of the E-Permits section.
The field ‘Maximum duration of the permit (days)’ is used to specify the maximum time range a permit can span. Entering a numeric value in this field will restrict the dates that can be selected when applying for a permit. Leaving this value at 0 will not restrict the ability to select the date range on application.
The tick box ‘Closing requires administrator approval’ can be used to require an Administrator in the system to actively close any permit created using this type. Leaving this box un-ticked will close the permit automatically once all required forms have been completed.
Selecting the tick box ‘General Permit’ will create a Permit Type that can be applied for individually, as opposed to a ‘Safe Work Permit’, which is created when this box is unticked, and that can only be selected in the context of a ‘General Work Permit’.
Selecting the tick box ‘This permit can have work permits’ will automatically select any ‘Safe Work Permits’, i.e. permits that are NOT specified as being a ‘General Work Permit’ above, to be filled as part of a permit pack, when completing the ‘General Work Permit’.
Selecting the tick box ‘The work permits are filled daily’ will make one of the ‘Safe Work Permits’ available for each day of the duration of the General Work Permit’.
Configuring the Permit Workflow
Configuring the Permit Workflow is done using the Stages menu below the tick boxes for ‘General Permit’ and ‘Work Permits’.
To use a stage in the workflow, click on the blue button “+ Add Step” to use one of the stages. This will create the first step in this stage and give you access to complete the Name of the Step and select the form you want to associate with the step. You can also select the system roles that are able to complete the form at this step. Selecting a role here will limit the ability to complete the selected form to individuals with the selected role permissions only.
You can also select if this step requires Administrator Approval. Selecting this tick box will require an Administrator to manually complete the step once all forms have been completed.
If you choose not to use a stage in the workflow, simply do not configure a step at this stage. In this case, the system will skip the stage completely.
The system will present the forms you selected in the order of the steps you configured. Progression between the stages will only happen once all steps of the previous stage have been completed.
Workflow Alternatives
Your selection of the tick box “General Permit” will determine which ‘format’ your permitting workflow will take.
Format 1: One General Permit with Multiple Work Permits
Selecting the options ‘General Permit’ and ‘This permit can have work permits’ will create a ‘General Work Permit’, that can hold separate Safe Work Permits as part of a ‘permits portfolio’. In this case, the General Work Permit will have to be completed before the safe work permits can be done. General Work Permit and Safe Work Permits will be kept together and must be completed and approved together.
Safe Work permits will be created without ticking the box ’General Permit’. These permits will become selectable as part of the Permit application process when the General Permit has been filled.
If ‘The work permits are filled daily’ is selected, the system will create one work permit for every day of the validity period of the ‘General Permit’. Unused permits can be cancelled.
On application, only the General Permit can be selected.
Format 2: Multiple, Individually Selectable Permits
Selecting ‘General Permit’ without also selecting ‘This permit can have work permits’ will create a set of permits that can be individually selected and approved.