How to complete a pre-consultation request

This tutorial outlines how to complete a pre-consultation request that the applicant has created on Cloudpermit. The pre-consultation request remains in Requested (Pre-consultation) status.

Step 1

Select the application in your Dashboard that remains in the Requested (pre-consultation) status and click Open Workspace. 

You will redirect to the Application Workspace. The pre-consultation workspace contains the following blocks:
  • Result
  • Parties to the Application
  • Project Data
  • Attachments
  • Meetings
Validate that the applicant has provided the necessary information for Parties to the Application and Project Data. Check that attachment are also included.
Step 2:
Click Begin Pre-consultation.
Usually, the pre-consultation includes meetings between the proponents and the local government authorities.
The pre-consultation meeting allows authorities and other stakeholders to provide preliminary comments on the development proposal and identify possible critical issues. They can also comment on the approvals required and confirm the supporting information, materials, and studies submitted with the planning application to be considered a complete application under the Planning Act.

Step 3:
To arrange a pre-consultation meeting, go to the Meetings block. Click Add Meeting.
Fill out the following mandatory fields: 
  • Date of the meeting
  • Start time
  • End time
  • The topic of the meeting
The municipality may have configured data in the Categories and Phrases drop-down menus to be added to the Meeting Notes (optional). 
If needed, select category data and a phrase from the drop-down menus. You can also enter text into the text field.

Click Save Changes.

The draft pre-consultation meeting has now been scheduled. 

If needed, you can delete the draft meeting request by clicking Delete.

To proceed with the meeting request, click Publish.

The meeting request is now published. The applicant will get an email notification regarding it.

Once the pre-consultation meeting has been held, the meeting request must be closed.
Add meeting notes (optional). You can also add a pre-configured category and phrase from the drop-down menus.
Once done, click Mark as Held.

If the pre-consultation request needs circulation, for example, from the fire department, add a circulation request.

Otherwise, go to step 4.

To add a circulation request, go to the Circulation block. Click Add Circulation Request.
The circulation is visible to authorities and the assigned stakeholders by default. You can select additional visibilities if required (all stakeholders, all applicants).
Fill out the following in the circulation request form:
  • The due date
  • Select stakeholder´s organization from the drop-down menu (the respective municipality configures the available selection).
  • Select a person to send the request from the drop-down menu (the agency or department configures the available selection). 

Once you have selected all necessary, click the Add New +-button.

The selected organization with the assigned person appears under the Send request to - bar.

Once done, click Send Circulation Request.

The circulation request confirmation with all details appears in the Circulation block.
Step 4:
Go to the Result block and expand it by clicking Open.
Step 5:
Type the pre-consultation results into the text field. You can add more text later as you proceed with the pre-consultation. The result texts will become visible, and they will be sent to the applicants once you complete the pre-consultation phase.
You can also use the configured text phrases (optional) from the drop-down menu.
After selecting a pre-configured phrase from the drop-down list, it appears in the text field.
Now you must create a draft application for the applicant.
Step 6:
Go to the More Actions drop-down menu in the Pre-consultation section.
Expand the drop-down menu by clicking the down-facing arrow.
Select the Create Application Draft -option from the drop-down list.
The draft application is now created. 
You can find it by clicking Application in the Pre-consultation tab.
It opens to a draft planning approval application.

Now you must add application data to the draft application.

Step 7
Click Application in the Pre-consultation tab.
Go to the Application Data block and expand it by clicking Open.

Select Work type and Work target from the drop-down menus.

The created application for site approval appears now under the Waiting for the Customer -tab.

Step 8:
Go to the Attachments block.
There appear the required attachments for the application.
You can remove any of them by hovering with a mouse over the attachment when the Remove- button pops up.
You can also add a new required attachment by clicking the Add Required Attachments +- button and selecting an attachment from there.
Confirm the selection by clicking Add.
Step 9:
Return to the Application tab and click Pre-consultation.
You will enter the Pre-consultation request.
Step 10:
Complete the pre-consultation request by clicking the Complete Pre-consultation -button.
A confirmation dialog pops up. Confirm it by clicking Yes.
The pre-consultation is now completed. The application´s status has changed to Completed.
The applicant and all other parties involved in the pre-consultation will be notified about it via email.

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