How Do I Configure E-Permit Types?
The system provides a feature to configure E-Permit Types, enabling you to create fully customised permits based on your specific requirements. When setting up an E-Permit, you assign it a Type, which determines its structure and workflow. Examples of E-Permit Types include Hot Works, Confined Spaces, and Working at Heights.
You can create either a “standalone” e-permit type where E-Permits are issued individually, or a “permit pack,” which includes multiple workflows under a single type that are issued as part of a General Work Permit.
The permit workflow follows distinct stages, which are represented as a permit status. When configuring E-Permit Types, you have the option to add steps to define the workflow of each permit type. Your existing permit forms will need to be digitised as separate forms to align with each step in the permitting workflow.
To Configure an E-Permit Type:
- On the left column, go to Settings and click E-Permit Types.
- Click +New E-Permit Type.
- Add the Name and Description for your new permit type.
- Select the maximum duration on the permit (days). When the permit has reached the end of its duration, it is no longer valid. It is possible to assign different durations to permits: a general work permit can have a longer duration than the associated safe work permits, for example, one week for the General Permit and one day for the safe work permits.
- Tick the available options:
- Closing requires administrator approval - Leaving this box unticked will close the permit automatically when all digitised forms in the Close out stage have been completed. When this option is selected, an administrator must confirm the close-out separately after all forms have been filled.
- General Permit – If this option is selected, the system will create a permit type that can be selected directly from the Permit Type menu when a permit is created. This could be a standalone safe work permit, such as a Working at Heights permit, or a General Work Permit/Safe Plan of Action document that is part of a permit pack. If a safe work permit is intended to be selected as part of a General Work Permit pack, this box should not be selected.
- Additional Options:
- This permit can have work permits - This option can be selected only if the option “General Permit” is ticked. If both the General Permit option and this option are selected, work permits can be added to the E-Permit by the permit requestor during the application stage. If this option is not selected, the ability to add work permits will not be available.
- The work permits are filled daily - When this option is selected along with the General Permit option, the system will automatically generate work permits for each day based on the total duration of the General Permit. This option can also only be selected if “General Permit” has been selected in the previous step.
Adding steps to an E-Permit Type:
When configuring an E-Permit Type, you have the option to define steps that structure the permit completion process into multiple stages. These stages are automatically applied to any E-Permit using that type. Each stage can include multiple steps, with the ability to assign pre-digitised E-Permit forms and specify user roles responsible for each step. This allows for more detailed and controlled workflows throughout the permit lifecycle.
The E-Permit Steps are:
- Application: All information on the required permit(s) is completed by the Applicant.
- Click +Add Step.
- Enter the Name.
- Select the Form and Role(s).
- Tick the box(es) if:
- The step requires administrator approval - an administrator must approve this step before the permit requestor can move on to the next step.
- Draft available - save the form without filling the required fields. However, you cannot proceed to the next step until the form is complete.
- Awaiting Approval: The Permit Issuer reviews the submitted application and has the option to approve or reject a permit application.
- Click +Add Step.
- Enter the Name.
- Select the Form and Role(s).
- Tick the box if the step requires administrator approval.
- Signature: This step allows contractors to sign on to the approved permits.
- Click +Add Step.
- Enter the Name.
- Select the Form and Role(s).
- Tick the box if the step requires administrator approval, and no digitised signature is required.
- In Progress (Forms to be filled): Forms included in this step can be filled while the work that is governed by the permit is in progress.
- Click +Add Step.
- Enter the Name.
- Select the Form and Role(s).
- Tick the box if the step requires administrator approval.
- Close out: At this stage the work is completed, and the permit can be closed.
- Click +Add Step.
- Enter the Name.
- Select the Form and Role(s).
- Tick the box if the step requires administrator approval.
- When all the details have been filled, click Save & Submit.
Once all steps have been added and configured with the appropriate forms and user roles, and all relevant options have been selected and saved, your E-Permit Type is available for use when issuing new E-Permits. This flexible setup ensures that each permit follows a consistent, controlled workflow aligned with your requirements, helping to streamline processes and improve safety compliance across all permit-related activities.