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To enable or disable public submissions
To enable submissions:
Add the Public Permit User position to the event
Put the special
__PUBLIC__user on duty to the Public Permit User position
To disable subissions
Take the
__PUBLIC__user off duty for the Public Permit User position.
Managing Permits
To manage permits, first go on duty as a Permits Coordinator to the event with the register.
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To approve a permit, follow these steps:
View the permits requiring approval by using the New Applications counter.
Select an application, and click Edit
Change the status field to Approved
Enter the approval dates into the two fields below the status field.
If you wish to generate the PDF:
check the box “Generate permit as PDF” during the approval process
select the mail merge template to use
If you wish to send the generated PDF by email, check the box “Send permit PDF by email”.
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To decline a permit, follow these steps:
Choose the Permit Declined status from the Status drop down list
Enter a Declined Reason in the new box that will appear under the status area. This reason will appear on the Declined letter sent to the applicant.
If you wish to generate the PDF:
check the box “Generate permit as PDF” during the approval process
select the Declined mail merge template to use
If you wish to send the generated PDF by email, check the box “Send permit PDF by email”.
When finished, click Save.
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Handling bounced permit emails
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In summary, you will do the following:
Add the Permit register
Add the Permit Coordinator position to be able to manage the records
Add the Permit Public User position if you wish to receive public submissions
Adding the Permit register to the event
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If you want to accept public submissions, you also need to
add the Permit Public User position to the event.
put the public user on duty for that position.
The public submission process is controlled by the __PUBLIC__ user’s ability to submit permit applications.
To enable public applications, you need to perform the following action:
Go to Administration > Users
Edit the
__PUBLIC__userCheck that the user has the competency Permit Public User, or add it if it is missing.
Now click Manage Duties on that user’s record
Put the user on duty as the Permit Public User position for the event you’re using for accepting permits.
Configuring the available permits
The list of permits is configured from the lookup system.
Click Administration > Settings
Click Lookups in the sidebar
Manage your permits in this list by adding, activating and deactivating the required permit types.
Note - when adding these lookups the values must be set to “travel” (for the Permit to Travel) and “burn” (for the Permit to Burn).
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Configuring the public form help text
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Edit the page Public Permit Hep Help Text which can be found in the global library items, to control the text that will appear in the sidebar for the public permits form.
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Permits are generated using the Merge Templates system.
Click Administration > Settings
Click Merge Templates
You can create a new blank template, or you can use an existing template as a base. The system comes pre-loaded with the following sample templates that you can copy and customise.
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| Note |
|---|
This table is subject to change. |
Default schema
Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
isPublicUser | hidden | string(255) | |||
permitType | Application being requested | radio | string(255) | Required; select the type of application being requested. | |
firstName | First Name | text | string(255) | Required | |
lastName | Last Name | text | string(255) | Required | |
organisation | Organisation | text | string(255) | Only available if 'permitType:burn' | |
phoneNumber | Mobile Phone Number | tel | string(255) | Required | |
text | string(255) | Required | |||
commsMethod | Preferred method to send application | radio | enum | post, email | Required |
locationManual | Property Details | textarea | clob | Only available if 'permitType:set'; if you can not find the address in the above search, please enter the location where the activity will take place. Please also enter the property number that appears on your rates notice. | |
residentialAddressDifferent | Is your residential address different from the address above? | checkbox | boolean | Only available if 'permitType:set' | |
residentialAddress | Residential Address | text | string(255) | Only available if 'residentialAddressDifferent:set'; eg Unit 1, 234 Smith St | |
residentialAddressSuburb | Residential Address Town/Suburb | text | string(255) | Only available if 'residentialAddressDifferent:set' | |
residentialAddressState | Residential Address State | select | enum | act, nsw, nt, qld, sa, tas, vic, wa | Only available if 'residentialAddressDifferent:set' |
residentialAddressPostcode | Residential Address Postcode | text | string(255) | Only available if 'residentialAddressDifferent:set' | |
multipleProperties | Are you requesting more than one address? | checkbox | boolean | Only available if 'permitType:set&permitType:burn' | |
multiplePropertiesDetails | Additional Property Address Details | textarea | clob | Only available if 'permitType:burn&multipleProperties:true'; please enter the full address of each additional property | |
requestedStartDate | Requested Start Date | dateTimePicker | timestamp | Required; only available if 'permitType:set'; please enter the start date for the activity. | |
requestedCompletionDate | Requested Completion Date | dateTimePicker | timestamp | Only available if 'permitType:set', read only unless 'permitType:travel'; please enter completion date for the activity | |
requestedCompletionDateInfoForPublicTravel | Please note - the Requested Completion Date will automatically be 72 hours from the Requested Start Date. | info | Only available if 'isPublicUser:/[1]/&permitType:travel'; read only | ||
additionalPeopleTravelling | Additional People Travelling | textarea | clob | Only available if 'permitType:travel'; please enter the names of people who will be travelling with you. Please note only people in your household may accompany you. Enter names comma separated Bob Smith, Fred Smith | |
reasonTravel | Reasons for activity | rte | clob | Required; only available if 'permitType:travel'; defaults to
; please provide details regarding why the activity is required. You can add/remove from the list below | |
media | Attachments | media | Only available if 'permitType:travel'; attach any supporting documentation | ||
cfaBrigade | CFA Brigade | select | string(255) | Only available if 'permitType:burn' | |
burnArea | Estimated Burn Area (Metres or Hectares) | text | string(255) | Only available if 'permitType:burn'; e.g. 2m x 2m x 3m or 3 Hectares | |
materialsBeingBurned | Materials Being Burned | info | Only available if 'permitType:burn'; read only | ||
materialsBeingBurnedWindrow | Windrow | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedStubble | Stubble (from crops such as Wheat, Barley,Oats, Peas) | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedGrass | Grass | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedTrees | Trees | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedGeneral | General Garden Rubbish | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedOther | Other | checkbox | boolean | Only available if 'permitType:burn' | |
materialsBeingBurnedOtherDetails | Other Materials Being Burned | textarea | clob | Only available if 'permitType:burn&materialsBeingBurnedOther:true' | |
burningAfterSunsetInfo | Burning After Sunset | info | Only available if 'permitType:burn'; read only | ||
burningAfterSuneset | Do you require burning after sunset? | checkbox | boolean | Only available if 'permitType:burn'; check this box if you require burning after sunset. This will need to be approved. | |
reason | Reasons for activity | textarea | clob | Only available if 'permitType:burn'; please provide details regarding why the activity is required i.e Reduce Hazard, Farming, Event | |
acknowledgementInfo | Acknowledgement | info | Only available if 'permitType:burn'; read only | ||
acknowledgement | I confirm that the particulars are true and correct and that I am authorised to conduct the burn on the above land. | checkbox | boolean | Required; only available if 'permitType:burn' | |
declarationInfo | Owner Declaration | info | Only available if 'permitType:travel'; read only | ||
declaration1 | I am the owner of the property identified in this application, I meet the criteria for the application and that all the information given in my application is correct. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration2 | Any people listed as attending with me are from my own household and that the COVID-19 restrictions requirements for metropolitan postcodes will apply continuously to me while attending regional Victoria. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration3 | I am unable to engage a local contractor to undertake the work. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declarationInfo2 | I am travelling for the sole purpose of undertaking summer preparedness works to my property. By using this letter, I agree I will strictly adhere to the following conditions: | info | Only available if 'permitType:travel'; read only | ||
declaration4 | Travel directly to and from my additional property from my primary residence. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration5 | Travel only with members from my primary residence household that are listed above. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration6 | Travel to and from my additional property only within the dates specified above. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration7 | Stay overnight within the bounds of my additional property. | checkbox | boolean | Required; only available if 'permitType:travel' | |
declaration8 | Abide by the directions set by the Chief Health Officer and will read and understand the letter from the Chief Health Officer accompanying this letter. | checkbox | boolean | Required; only available if 'permitType:travel' | |
privacyInfo | Privacy Statement: | info | Only available if 'permitType:travel'; read only | ||
privacyConsent | For the purposes of contact tracing and compliance with COVID restrictions, I consent to my travel details and related personal information being shared with relevant authorities. | checkbox | boolean | Required; only available if 'permitType:travel' | |
burnAcknowledgement | I confirm that I am authorised to conduct the burn on the above land. | checkbox | boolean | Required; only available if 'permitType:burn' | |
communicationMessageHistoryHeading | Message History | info | Only available if 'permitGenerate:true'; read only | ||
communicationMessageHistory | info | Only available if 'permitGenerate:true'; read only | |||
cancelledReason | Cancelled Reason | textarea | clob | Only available if 'status:-70' | |
declinedReason | Declined Reason | textarea | clob | Only available if 'status:-40' | |
approvedStartDate | Approved Start Date | stateTransitionDatePicker | timestamp | Required; only available if 'isPublicUser:/[^1]/&status:/(30 | |
approvedCompletionDate | Approved Completion Date | stateTransitionDatePicker | timestamp | Required; only available if 'isPublicUser:/[^1]/&status:/(30 | |
approvedBurningAfterSunset | Burning After Sunset Approval | checkbox | boolean | Only available if 'permitType:burn&burningAfterSuneset:true&isPublicUser:/[^1]/'; check this box to approve burning after sunset. | |
permitGenerate | Generate permit as PDF | checkbox | boolean | Only available if 'isPublicUser:/[^1]/&status:/(30 | |
permitSend | Send generated permit by email now | checkbox | boolean | Only available if 'isPublicUser:/[^1]/&status:/(30 | |
permitTemplate | Permit document template | select | string(255) | Required; only available if 'permitGenerate:true'; select the type of permit being requested. | |
permitDocument | Generated Permit and Other Documents | media | Only available if 'isPublicUser:/[^1]/&permitGenerate:set' | ||
siteVisited | Site Visited | checkbox | boolean | Only available if 'permitType:burn' | |
siteVisitedDate | Site Visited Date | dateTimePicker | timestamp | Only available if 'siteVisited:true' | |
activity | auditLog | ||||
instructions | info | Read only |
Non-schema fields
Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
hasAsset | Property | asset | Supports Addresses (Vicmap); MDA94 projection used for geospatial assets; enter the address related to the application | ||
hasEvent | event | ||||
hasMap | Location | geo | Uses MDA94 projection | ||
hasStatus | status | Only available if 'isPublicUser:/[^1]/' | |||
hasTags | tags | Only available if 'isPublicUser:/[^1]/' |
Workflow
Workflow ID | Label | Value | Next States | Initial State |
|---|---|---|---|---|
NEW | New Application | 20 | NEW, ISSUED, INPROGRESS, DECLINED, CLOSED | ✓ |
ISSUED | Permit Issued | 30 | ISSUED, DECLINED, COMPLETED, CANCELLED, CLOSED | |
DECLINED | Permit Declined | -40 | DECLINED, CLOSED, ISSUED | |
INPROGRESS | In Progress | 50 | INPROGRESS, ISSUED, COMPLETED, CLOSED | |
COMPLETED | Approved Permit Period Expired | 60 | COMPLETED, INPROGRESS, CANCELLED, CLOSED | |
CANCELLED | Permit Cancelled | -70 | CANCELLED, ISSUED, COMPLETED, CLOSED | |
CLOSED | Application Closed | -10 | CLOSED |