Most permits have several ways to categorize and describe a them. Each of these ways serves a different purpose, but sometimes they can seem to have overlapping uses and be redundant. In the following paragraphs, we'll describe four data items that can be used to categorize and describe a permit and then show how to use each for its unique purpose.

The four data items that can be used to categorize a permit are:

The first two items are found on the General Info tab of a Permit and are described below.

All permits contain a Sub-Type field. The Permit Sub-Type is a uniform way to categorize permit records for quicker searching and more detailed reporting. The Sub-Type field is filled using a dropdown list. Edit the list of Sub-Types at Edit > Permit Sub-Types. See this article for detailed instructions. Only create enough Sub-Types for meaningful reporting and watching for trends. Don't over complicate it by creating too many Sub-Types!
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The Permit Description is an open text field for a short description of the permit or project. Use an easily recognized name for the project to make it easy to identify a particular permit or project.

While this field allows the user to enter any text, it also includes a type-ahead feature that shows previous entries that are similar to what you are typing. This helps in a situation where you want to use a consistent description for all similar projects, for example, residential fences. The type-ahead feature will help eliminate the problem where some descriptions are "Pool fence," while others are "Fence around existing pool," and still others are "4 ft. fence around the outside of an existing backyard pool."

The next two data items, bulleted below, are found on the Permit Info Tab and are described below.

The Proposed Use data field is a dropdown list that is populated by the Use Code table. The Use Code shows the relationship between a permit and a section of the relevant code. The relevant code may be the Zoning Ordinance for a zoning permit, while a different code or ordinance may be applicable for one of the other permit types.

Edit the list of Use Codes from Edit > Use Codes, as described in this article.

Occupancy Types and Use Groups are the formal designation of the primary purpose of the building, structure, or portion thereof. Different building code standards are applied to each Occupancy Type/Use Group, and are important to know for defining the applicable standards.

Occupancy Types and Use Groups are defined by the building code in effect within the municipality.

Still confused about how to best use each of these four data items? Feel free to reach out with a question or situation that you're dealing with. We'd love to help.