# Permit templates
Civillo permits utilize a flexible templating system in order to define what types of permits can be requested. When a permit is requested, the requestor will have the option to create a permit from any of these pre-defined templates.
TIP
In order to create and edit permit templates you must be assigned the Permit controller role for the given project. This can be done from the User Permissions view on the admin page under the project scope.
WARNING
Please note that updating an existing template will not update existing permit data. A permit will only inherit the values from a template when it is first requested.
The following options are available for permit templates:
# Name
The name of the template
# Description
A brief description of the purpose of the derived permit
# Prefix (Optional)
By default, permits will be numbered with a hash "#" followed by the next sequential number based on how many permits have been created. The prefix option allows you to replace the hash with something custom.
For example given the value "GPP", a derived permit name would be something like "GPP-123" instead of "#123".
# Wet signatures
When selected all derived permits and their categories will require 'wet' signatures when approved. The approving user will be prompted to draw their signature either using their mouse or touchscreen. This signature will appear on the permit document.
# Hidden
When selected the template will not appear in the list of templates to request a permit from. This can be handy if you want to disable people requesting this type of permit temporarily.
# Template based sequential permit numbering
We recommend using the permit number system defined by Civillo (per project), however, if you find this doesn't work for you or your users, Civillo provides an alternative option for permit numbering. By default, permits will be numbered sequentially in a project, ignoring the template they are derived from. Using template based sequential permit numbering instead will change permits derived from this template to be numbered sequentially independent of other templates.
To help visualize the result of selecting this option, let's explore some example scenarios.
- Example 1 - Not selected
By default, permits will be numbered sequentially in the project, ignoring the template they are derived from. GPP-1, GPP-2, HW-3, GPP-4, HW-5, PTE-6
- Example 2 - When selected on all templates from the start of the project
If the option is selected on all templates from the start of the project, you may see something like the following. GPP-1, GPP-2, HW-1, GPP-3, HW-2, PTE-1
- Example 3 - Selected on only one template
If the option is selected on only one template, there will be a mixed numbering system. GPP-1, GPP-2, HW-3, GPP-3, HW-5, PTE-6
You may decide to activate template based sequential permit numbering after creating some permits, existing permits will retain their original numbers. The sequential numbering will begin after the last created permit.
For instance, if template-based sequential numbering is applied to the Ground Penetration Permit template after some permits have already been created, the result might be:
GPP-1, HW-2, GPP-3, HW-4, PTE-5, HW-6, GPP-4, GPP-5, PTE-9, GPP-6
We can observe that there is no GPP-2 because the Ground Penetration Permit template initially used the default numbering system. Later, it was switched to template-based sequential permit numbering after GPP-3 was created.
WARNING
Our policy is to avoid altering existing permit numbers to minimize confusion for users. Consequently, there is no option to disable template-based sequential permit numbering. Once enabled, this feature is irreversible, and our support team may be unable to disable it.
# Allow copying
When selected. permits created from the given template will be able to copied into new permits. Note that:
- Once permits have been created, this setting can be changed on the permit via the admin permit overview page.
- Created and copied permits always inherit the initial state of this setting from their template. An edge case exists when copying a permit whose template currently has copying disabled (i.e. the setting has been changed to enabled on the permit or disabled on the template since the permit was created). In this case, the copied permit will not be able to itself be copied, and must have its setting changed in order for copying to be enabled.
# Signature requirements
A combination of groups and users who can be selected to be permit signoff users. You may select any number of users and groups, however user overlaps are not allowed. For each selected group you can select the minimum number of group members required. You can also select a minimum number of individualy selected users required.
# Signature declaration
This block of text will be presented to the permit signoff user before they sign the permit, and appear as a declaration on the permit document.
# Categories
This is a list of Categories that must be filled out on permit creation by the permit requestor and signed off on by each relevant category sign off user.
# Close-out categories (Optional)
These categories will required to be filled out by the permit requestor before a permit can be closed out.
# Progression categories (Optional)
These categories can be added to the permit at the approved or active stage of the permit by the permit requestor. Doing so will return the permit to the Pending Category Signoff stage, and after the progression category is approved the permit will once again be Pending Signoff.
# Permit holders (optional)
A combination of groups and users who can be selected to be permit holders. You may select any number of users and groups, however user overlaps are not allowed. For each selected group you can select the minimum number of group members required. If one or more user or group is defined here then any derived permits will be required to be held by one of these users before it becomes active.
A user holding a permit will have the option to relinquish it at any time. Finally, an admin user has the ability to force-relinquish a permit, returning it to the Approved state and and requiring it to be held again to order to be considered Active.
# Activation declaration
This block of text will be presented to the permit holder before they hold the permit, and appear as a declaration on the permit document.
# Relinquishment declaration
This block of text will be presented to the permit holder before they relinquish the permit, and appear as a declaration on the permit document.
# Acceptance declaration
This block of text will be presented to anyone accepts the permit. Permits can be accepted by anyone when the permit is active.
# Renewal system
Permits will automatically enter the Requires renewal state after the renewal time has elapsed after their requested start time. They will then be able to be Renewed by the permit requestor as long as the permit has at least one remaining renewal.
After the expiry time has elapsed permits will automatically enter the Expired state. Once in this state permits can no longer be renewed.
See the renewal examples section for a set of examples of renewal system configurations.
# Revalidation time
The number of days a permit derived from this template will be valid (after creation or renewal) before again requiring renewal. If left blank, the permit will never require renewal, although it may still be able to be renewed depending on the setting below.
This can be set to any number of days up to 28.
# Max number of renewals
The number of times a permit derived from this template can be renewed. If left blank, the permit can be renewed indefinitely.
This can be set to a maximum of 7 times.
# Max permit length
The total number of days a permit can be considered useful, after which the permit will be expired. Expiry time is initially set relative to the permit's start time but, if updating the start time before the permit has been approved, the expiry time will also be updated. If left blank, the permit will never expire unless it exceeds its revalidation time after having exhausting all of its renewals.
This can be set to any number of days up to 224. This corresponds to the case where the permit template has a revalidation time of 28 days and 7 max renewals, and the permit takes the full 28 days to be renewed for each possible renewal and exhausts each of its 7 renewals (28 * [7 + 1] = 224).
# Attachments (Optional)
Optionally attach header and footer attachment images to a permit. These will appear on the approved permit document at the start and end respectively.