Overview

The permits module allows you to manage a range of permits, such as Permit to Travel, Permit to Burn, etc.

The permit system has the following major features:

A public form can be enabled to allow permit applications from the general public
Permit documents can be automatically generated as PDFs using a template system
Permit documents can be emailed to applicants
The permit is approved with a date range and optionally special conditions
The permit is automatically tracked as the approval date ranges are met, to automatically track permits as they progress through the states

A variety of permits can be created by adding them to the “Permit Types“ lookup category.

Each permit has sections for:

Applicant contact details — first name, last name, phone, email, etc.
Permit application — desired start and end dates, reason for the permit.
Agreement to terms

Once approved, the permit contains actual start and end dates that are set by the permit coordinator.

Workflow

The workflow for the register is as follows.

Public Submissions

When active, the public submission URL will be https://yoursite.crisisworks.com/register/public-item/new/register/permit. You can link to this from your website.

The public submission form

The public submission form allows anonymous users to select from the available permits.

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.

The permits datagrid

Next, you can visit Operations > Permits.

The counters to the side help identify permits in key states:

New Application contains all the new applications that need to be processed
Permit Issued contains the permits issued but not yet in their active period
In Progress contains the permits in their active period
Approved Permit Period Expired contains permits where their active period has ended
Permit Declined contains permits that have been declined
Permit Cancelled contains permits that have been cancelled after they have been issues
Application Closed contains closed applications, which are typically declined or cancelled applications

Some additional custom counters have been setup to help you easily identify specific preferences selected on the permit applications. These counters are:

Send by Post contains permits where the applicant chooses their “Preferred method to send the application to” as “Post”. You can then filter these easily and mail these applications out separately.
Requesting Multiple Addresses contains permits where the applicant has ticked the “Are you requesting more than one address?” checkbox under the property area. You can decide if you would like to add these addresses to the same permit or handle them separately.

Approving applications and issuing permits

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”.

When finished, click Save.

Declining Permits

Before you decline a permit you should firstly setup your “Permit Declined” merge template. This will allow you to choose this template to send a declined letter to the applicant once the permit has been declined.

A “Permit to Burn Declined HTML Template Sample” template is available in Administration > Merge Templates for you to copy and customise to suit your needs. This template can be used for all types of permits. Once this template has been customised and set as Active it will appear in the Permit Document template drop down list. See below for more information on Configuring your merge templates.

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:
1. check the box “Generate permit as PDF” during the approval process
2. select the Declined mail merge template to use
3. If you wish to send the generated PDF by email, check the box “Send permit PDF by email”.
When finished, click Save.

Handling bounced permit emails

If a permit email delivery bounces, its recipient email address is placed into a bounce list, and no further emails will be sent unless this status is changed.

Correct the applicant’s email address in the permit record. The updated email address has an associated record in the Communication module — once the corrected email address is reflected in this related address record, it can be removed from the email bounce list. Go to the ‘Recipient Addresses’ register:

Find the address record in the ‘Bounced’ counter:

Change the value of ‘Blacklisted’ from ‘Bounced’ to ‘None'.

Then save the address record. New emails can now be sent to the recipient.

Setting up the permits system for a new event

An event templates called Permits Template can be used to simplify this process.

Set up the users

You will need to set up your users to manage permits. There are two types of position under the Permit module:

Permit Coordinator — grant this position to users that wish to manage your permits. Any user with this competency (or the equivalent policies in a custom position) can manage permit applications.
Public Permit User — the special __PUBLIC__ user can be set up with the Public Permit User competency if you plan on using public submissions. It should not be used anywhere else.

Set up the event

You will typically create a dedicated event for managing permits.

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

When creating a new event, add the Permit register under the Operations group. This will also select the Communications registers for you, which are needed to send permits electronically.

Adding the Permit Coordinator

Add the Permit Coordinator position to the event.

Alternatively, if you have custom positions created, add a position that has the equivalent policies to the built-in Permit Coordinator position.

If accepting public applications, add the Permit Public User and put that user on duty

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__ user
Check 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).

Configuring the public form help text

A special library item contains the help text that appears in the sidebar for the public form.

Edit the page Public Permit 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.

Configuring your merge templates

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.

Permit to Travel HTML Template
Permit to Burn HTML Template Sample
Permit to Burn Declines HTML Template Sample

See https://datalink.atlassian.net/wiki/spaces/KB/pages/404815906 to learn more about merge templates.

Technical Reference

This table is subject to change.

Default schema

Field ID	Label	Form Type	Data Type	Values	Notes

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
email	Email	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 mowing or slashing cutting grass/scrub clearing gutters removing vegetation clearing around dwellings and out-buildings sand bagging assessing damage making repairs ; 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

Field ID	Label	Form Type	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

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