Permit
Tracker
®

Crib Sheet Tips
for Users

Index for Tips
1. Date Alert Reports and Emails 2. Permitting Agency Names 3. Unique Permit Application Numbers
4. Master (pull-down) Lists 5. Data Backup On-Demand 6. Enter Time Spent on Projects
7. Project Templates 8. Global Renames 9. Search Boxes
10. Import your Starting Data 11. Built-in List/Report Exports 12. Browser Tool Exports

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1. Date Alert Reports and Emails
In the System Setup edit screen the Days Warning field is for the cushion you want on all dates searched to create the report.

Project record

        - Target Date is within the system Days Warning and Status is not Closed, Completed, or Archived

Permit record

        - Enter a Completed date and Permits will drop off Alerts report. Otherwise:
        - Early Warning is within the system Days Warning.
        - Date Required is within the system Days Warning and no Approved date.
        - Responded date is blank when there is a Response Exp(eted) date.
        - Extension Req(uested) is within the system Days Warning and has no New Extension.
        - Expiration date is within the system Days Warning and has no New Extension date.

Action record

              - Date Required is within system Days Warning and no Act Complete date.
        - Early Warning is within the system Days Warning and no Act Complete date.

      Running Alerts manually does not send Alert emails to the Notifications list. (Our system does that at 1am on weekdays.) It just updates the Alerts Report under Tracking Reports on the Reports tab.


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2. Permitting Agency Names

      If you have Permitting Agency Names that are the same (but the Agency type is different,) our system can only look at the Agency Name on pull-down lists for the Permits and Agency Contacts. The solution is to tag each Agency name on the master list with something different.

Example: Sarasota is both the name of the County and a City in that County. Enter both in the Permitting Agency Master (pull-down) List as: For the county, enter the Agency Name as “Sarasota” and select “County” as the Agency Type. For the city, enter the Agency Name as “Sarasota-City” and select “City” as the Agency Type.


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3. Unique Permit Application Numbers

      They must be unique across all Permits for all Projects. If you don’t have an Application Number, use the Project number (with an added character for multiple Permits on a single Project.) Example: 123a and 123b. Be sure the suggestion list below the box goes to none while typing the App number so you know it is unique.


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4. Master (pull-down) Lists

      Use “Add new” if you can’t find an item on the pull-down list, but… Review the Master lists to be familiar with the items on the pull-downs. Don’t add “St Pete” when you already have “St. Petersburg” on the pull-down list. Caps and characters such as “-“ do count.


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5. Data Backup On-Demand

      Data backup is automatic daily on our servers, but it can be run manually from Admin Maint. Menu anytime and you can download it from there to your computer. (A copy is sent as an attachment to the Backup email address in System set up.) It is a zipped MySQL data file which can be opened in an appropriate MySQL reader utility.


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6. Enter Time Spent on Projects

      On Project Notes, you can enter hours in decimal format: 00.10 = 6 minutes. The hours you enter on a Project Note are assigned to the person in the “User” box on the note. New notes default to the logged-in user, but user id can be edited.

Under Project Reports is a new Project Hours report which gives you totals by Project and User. You can filter down to a single user and see their time on each project and totals. Or filter on projects to see the hours for all users on projects.


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7. Search Boxes

      Use the “search” box at the top left of list screens to search content of the data.

When possible, copy and paste the contents of an attached readable pdf, doc, or xls file into the Remarks field of Project Notes before you attach the file and save the record. Now you can search for the contents.


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8. Template Projects

      Create Template Projects with “Template” as the Project Status and populate the Job Contacts, use Project Number "-1", "-2", etc to create unique Permit Application Numbers, Create Actions with pre-assigned Agency Contacts. Leave all date fields blank.

When you enter the unique Application Number on a cloned Permit, the related Actions are updated with the new App Num.


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9. Global Renames

      Global Rename of Master list Project Type, Project Status, Permit Name, or Action Name will ripple-effect the change to all live records.


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10. Import your Starting Data

      If you are converting to Permit Tracker from using spreadsheets, or databases, you can import them. When looking at a full screen edit of Contacts, label the column headers in your spreadsheet to match the field names in our system, make sure they are in the right order then use the "Import" option at the top of that screen, specify xls or csv file type and import. This can also be done with csv (comma separated values) files if you can export your existing data base tables in that format. Column headers and order must be made to match our screen names for the data fields.

You can import files you built with Project and Permit information, too. This needs carful attention and some extra work. Project records must have a unique Project Number, Project Type, Status, and Client Name. Each of the last three must be on your Master (pull-down) Lists spelled the same way or when you edit the project record, it will show "Please Select" in the pull-down box. (You can add them on-the-fly.)

Permit records must have a unique Permit Application Number, Agency Name, Project Number, and Permit Type. Each of the last three must be on your Master (pull-down) Lists spelled the same way or when you edit the permit record, it will show "Please Select" in the pull-down box. (You can add them on-the-fly.)

Use the same method if you want to import and create Actions or Project Notes. Pay attention to the required fields.

Be sure to check the date fields as imported into Permit, Actions, or Notes. If dates don't show up correctly, or blank dates have 00/00/000, you can simply edit the record in our system and "save." If you want to reformat your data and import again, be sure to select and delete the already imported records to prevent dupes.

If you wish, for a reasonable fee, we will do data conversion for you.


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11. Built-in List/Report Exports

      When looking at a report or screen list you can sort on columns, select or filter and then use our tools to export the results. An example is: You want to send a year-to-date list of the permits for a particular client.

On list screens, there are two export tools. The "Export results" at the top of the screen and an "Export selected" button. The latter is the best option. They both offer export formats of Excel 2007, Excel 5, Word, csv (comma separated values), and xml (web page.)

On Reports, options are: Printer Friendly, Excel, Word, or Email. Use the tools on column headers to sort and filter the report data first, then export.


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12. Browser Tool Exports

      When looking at a report or screen list you can also use your browser tools to select print page, or print all pages, and the formatted results show. Use your browser tools to print, save, or export.


You can contact us via e-mail at: Hello@Permit-Tracker.com or call (321) 723-6213

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