How to circulate your approval application

This tutorial walks you through the circulation process and gives you 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 the circulation to analyze the planning project's impact on, for example, the environment, infrastructure, or traffic. Usually, the parties in the circulation process are the 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 "Application complete." Turn the status to "In Circulation" to start the circulation process.

Click "Start circulation" in the "Application" workspace. Adding the circulation request: 
Go to the "Circulation" section and click "Add circulation request+." Fill out the circulation request form. 

In the "Add new stakeholder," select the organization where you want to send the circulation request. Your local government authority has pre-configured the selection to the drop-down menu. Select a person you want to send the request form to in the "Person to send the request to" drop-down menu. Click "Add new+". The circulation request is now complete.

Click "Send circulation request." Adding conditions and comments: 
Sometimes, planning approval may need conditions based on the stakeholder comments from the circulation rounds. These conditions must be fulfilled by applicants.
Go to the "Conditions and comments" section. Click "Add condition." Fill out the "conditions form." Write a description and select the sign-off department from the drop-down menu. Click "Add condition." Success - You have created a draft condition for your approval application. To edit 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: 

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

Cloudpermit automatically saves all changes in your draft report.

The Applicant 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 "Draft approval review." 

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