Circulation|How to circulate the approval application

This article walks you through the circulation process and gives ideas of what actions you can perform during the Circulation phase in Cloudpermit. Not all described steps in the article are mandatory. Pick up the ones you will need to perform and complete during your application's circulation phase.

The stakeholders may need circulation to analyze the planning project's impact on, for example, the environment, infrastructure, or traffic. Usually, the parties in the circulation process are government agencies and departments such as fire and utility departments, building departments, engineering departments, conservation authorities, and electricity and gas companies.

The status of the approval application is now "Application complete." Turn the status to "In circulation" by clicking Start Circulation.  

Adding and canceling the circulation request 

  1. Scroll down to the Circulation section and click Add Circulation Request+.
  2. Fill out the circulation request form:
    • Due date
    • The circulation request is visible to the selected organization. You can also grant visibility to all stakeholders/all applicants within the application (optional).
    • Enter a description of the request (optional).
    • Select the organization where you want to send the circulation request. The selection in the drop-down menu is pre-configured by the municipal administrator (Send a request to). You can select as many departments and organizations as needed.
    • Select the recipient you want to send the request to in the Person to send the request to (optional) drop-down menu. 
    • Click Add New+. 
  3. Click Send Circulation Request.
  4. The circulation request went to the recipient's to-do list. If you want to cancel the request, click Cancel Request.
  5. Click Yes.

The email notification about the cancelation has been sent to the recipient selected in the circulation request. The request is also removed from that organization's to-do list. Additionally, active tasks in the Dashboard's Tasks and requests section are removed automatically.

Completing the circulation request

Usually, the stakeholder organization finishes the circulation and provides the circulation result in Cloudpermit. Another possibility is that the stakeholder organization has received the request and conducted the circulation. They have provided the result as an attachment. In this case, a municipal authority may finish the circulation and include the circulation result attachment into it. 

  1. Select the circulation request in the Circulation section. The circulation request step is Requested.
  2. Click Finish Circulation.
  3. Select the circulation result from the Circulation result drop-down list and add a comment (optional).
  4. If the result is attached, instead of entering a comment in the previous step, select "Comments are provided in an attachment."
  5. Add the attachment from your local computer and save it. The last updated information appears at the bottom of the request.
  6. Click Finish Circulation. 
  7. The circulation has been successfully finished. The assigned planning authority who has completed the circulation result is shown at the bottom. 

Adding conditions and comments

Sometimes, planning approval may need conditions based on the stakeholder comments from the circulation rounds. Applicants must fulfill these conditions.
Scroll up to the Conditions and comments section. Click Add Condition.Enter a condition description and select the sign-off department from the drop-down menu under Sign off department. Click Add Condition. You have created a draft condition for your approval application. If you must modify the condition, click Edit.   

Creating a draft report

Scroll down to the Reports section and click Create Draft Report+. 

Click the Open link on the right. 

 Fill out the draft report. You can add the following: 

  • Draft recommendations
  • Revisions and clarifications
  • Pre-approval conditions
  • Circulation comments

Cloudpermit automatically saves all changes in your draft report.

Applicants will receive an email notification about the draft report. If needed, applicants prepare their responses and resubmit the approval request to the planning authority.

Return to your approval application by clicking Return to Application. Your draft report is now in the Report section. Your approval application is ready for the review step.

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