The road authorities usually require some documentation from you in order to process the permit requests. If you are unsure about their requirements, you can send them a Message or contact them with the details provided on your confirmation sheet.
Please read the sections below for information on:
- Uploading documents
- Viewing documents
- What to do if the road authority rejects a document
- Accepting/rejecting conditions documents
- Can I add a document to a permit if it is Approved or Closed?
When uploading documents into PermitMonitor, the first step is to download the documents the road authority has provided. These could include Traffic Management Plan (TMP) templates, insurance proofs, conditions, etc. Click on the arrow Download icon to the right of the listing to do this:
If the road authority does not need a response, the status will change to Complete.
If the road authority does need a response document for you, the status will change to Response Required.
Once all relevant files have been downloaded and read, you can begin to upload your response documents. Click on the thumbtack Upload icon to do this:
This will open the Upload Document window. The file types PermitMonitor accepts will be listed at the bottom of the Upload Documents pop-up window. They include .jpg, .png, .doc, .docx, .xls, .pdf and .txt files. The files can be a maximum of 20MB in size each.
First, enter a name for the document. Click Browse to locate the document in your PC, then click Upload:
The listing will update - the status will become either Complete, or Under Council Review (meaning the road authority needs to verify the document before it is considered complete). The Submitted column will update to show how many documents have been submitted (you can include as many files as you need to), and there will be a symbol on the left of the listing to enable you to expand the view to see which files have been uploaded.
If you have more than one document, click the thumbtack Upload button to repeat the process for each document as required.
To view a document sent by the road authority, click the View Document button to the right of the document name:
A new browser window will load displaying the contents of the document.
Please note that this function currently does not work on Microsoft Edge browsers; you will need to download the document first and then view on your PC as normal.
You can also download documents via the Download arrow button on the right:
To view a document you have uploaded as a response, you can download it using the same arrow.
If the Road Authority Rejects a Document
If a response you provide doesn't contain enough information to process the permit request, the road authority may reject it on their end. You will receive a notification in these cases, and you will need to supply a replacement document using the steps outlined above.
Some road authorities give the option to Accept or Decline their conditions. This can be done using the icons below, which will be to the right-hand side of the listing:
Press the green tick button to agree to the conditions. Press the red cross button to decline the conditions.
You can contact the council directly by Message or using the contact details from your confirmation sheet if you wish to discuss the conditions.
If no accept/decline options are provided by the road authority, you could also upload a response/feedback document if you desire.
Can I add a document to a permit if it is Approved or Closed?
Once the status of a job is set as "Approved" or "Warranty", documents cannot be loaded up using the Documents screen anymore. However, a you can always send a document to the council using the Message screen, or you can forward text-based information to the council to add into the Notes on the PermitManager side (no attachment/image capability there).
Once the job has progressed through its Warranty period and is Closed, there is no way for extra documents to be added to PermitMonitor - the Documents section and ability to send Messages will be disabled as the system will have assumed everything was over and done with for the job.