Permit Questions

Permit Questions and Panels

Permit Creators fill out a Permit Form when a new permit is created. Permit questions make up the bulk of this form.

Permit Questions are grouped into ‘Panels’, which are selected as required by the user at permit creation, e.g. Hot Work, Confined Space, Working at Height.

All Panels and questions together make up a Version/Permit Question Set.

Administrators can customise all permit questions and panels and create new questions using the Admin > Permit Questions option.

Version Control of Permit Questions and Panels

Once a permit has been created, questions can no longer be edited or deleted.

If a change is required, Administrators can create a new version of the question set and archive the old version.

The Panels and Controls Screen

Admin > Questions

PTW Administrators can control the look and contents of the Permit Creation Form here. Administrators can:

  • Enforce version control over question sets, and control what questions sets are available at Permit Creation time.
  • Create, edit and archive different versions.
  • Create, edit and delete permit questions.
  • Set up answer types for permit questions (e.g. dropdown lists, freeform text, dates)
  • Customise Panels
  • Make questions and Panels mandatory or optional on the permit form
  • Hide Panels so they do not appear on the permit form
  • Change the order of Questions and Panels on the Permit form
  • Set the validity period for permits created for each panel.
  • Set up custom colouring for Panels, Questions and dropdown menus.
  • Change the terminology on the ‘Issue Permit’ and ‘Handback Permit’ screens.
  • Enable/disable the built-in workflows (e.g. suspend/re-instate, approve/reject)
  • Print permit forms – to use as a backup when the electronic permit creation form is not available at a worksite.
  • Export all permit questions to Excel when it’s time for a review.

The Panels and Control Screen can be divided into 4 sections, see screenshot below:

  1. Version Management
  2. Panel Order
  3. Panel Setup
  4. Question Setup

Version Management: Editable vs Non-Editable Versions/Question Sets

Admin > Questions

When a question set/version is still unused or under development, panels and questions can be edited or deleted.

The ‘Set Panel Order’, ‘Edit’, ‘Order’ and ‘New Control’ options for customising Panels, and ‘Edit’/ ‘Delete’ buttons for customising questions are available – as per the screenshot below.

Once a question set is in use, the ‘In Use’ tick box is ticked – editing/deleting is no longer possible.

‘View’ is the only option available for panels and questions – see screenshot below.

The Panels and Controls Screen – Version status boxes: In Use, Archived and Under Development.

Admin > Permit Questions

When a question set/version is under development or not in use, panels and questions can be edited or deleted.

Along the top of the ‘Panels and Controls’ Screen is a ‘Version’ selector, and boxes to indicate whether this version is In Use, Archived or Under Development.

  • The ‘In Use’ option indicates that least one permit exists for this version, and the editing is no longer possible.
  • The ‘Under Development’ option indicates that the selected version is hidden, so that no permits can be created inadvertently, as this would prevent any further developments on this version.
  • The ‘Archived’ option indicates that the version/question set is archived – this version no longer appears as a choice for selection at permit creation time. No permits can be created for this version.

The Panels and Controls Screen – Set of "Version Control" Buttons.

Admin > Permit Questions

To customise a version’s workflow, recipients for email notifications or permit questions, select the relevant version and use the buttons on right:

 

The Edit Version Button

Opens the Version Edit Screen which allows users to edit the selected version’s workflow & email settings, mark the version as being ‘under development’ or archive the question set. ‘Print Blank’ button:

Prints out a blank Permit to Work form for the selected version, including dropdown list or tick box options for answers.

The Excel Button

Exports the selected version’s permit questions to Excel format, including panels, answer type, pre-defined answers and whether the question is mandatory.

The Terminology Button

Allows customisation of the terminology on the Permit Issue and Permit Hand-back Screens.

The Panels and Controls Screen - "Create New Version" Buttons

Admin > Permit Questions

To create a new question set/version (e.g. when changes are required to a version which is in use already), use the Create Version buttons:

  • Create New from this Version – creates an editable copy of the selected version.
  • Create Blank – creates a completely new blank version.

Creating New Versions/Question Sets

When changes to questions/panels become necessary, but the question set is no longer editable, a new version/question set must be created by an Administrator. This new question set can then be used for permits going forward. To ensure the integrity of existing permits, questions cannot be changed retrospectively after a permit has been created.

Admin > Questions

  • To create an editable question set based on the selected version click the ‘Create New from this Version’ button.
  • To create a blank question set, which consists of 10 pre-set panels PLUS an Atmosphere Test Section, which can be included in each of the panels, click the ‘Create Blank’ button.

You can now edit the new question sets to suit your needs.

The Edit Version Screen - Editing Workflows and Email Notification Settings

Admin > Questions > Edit Version

Administrators can select a different workflow and email setting for each Version of the Question Set. These settings can be changed even when a question set/version is already in use for permits.

Available workflows and settings are:

  • Reject Permits
  • Suspend/Reinstate Permits
  • Extend Permits
  • Two-Stage Management Handback
  • Submit before Validation
  • Enable Sign-in
  • Add Spot Checks
  • View History
  • Send email notifications at Permit reject, approve, issue, handback and suspend/reinstate.

Administrators can also archive a version or mark it as ‘Under Development’ – both options prevent permits being created from this version.

The screenshot below shows the version number at the top and illustrates the workflow/email settings that may be available.

Enabling Reject, Suspend, Extend Permits, Two-Stage Management Hand-back, Submit-before-Validate Workflows.

Workflows are enabled for each individual version of the question sets:

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the required options in the Workflow Settings box.

The Permit workflow for this version now includes the selected options.

Enabling Sign-In to Permits, Spot Checks and History

Sign-in, Spot Checks and History are enabled for each individual version of the question sets:

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the required options in the Workflow Settings box.

Users can now sign-in to permits, add spot checks and view the permit’s history, if their user profile allows this.

Enabling Email Notifications throughout the Permit Workflow

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the relevant options in the Email Settings box.

Email Distribution boxes are now included in the Reject / Approve / Issue / Handback / and Suspend/Reinstate screens of PTW.

Archiving Versions/Question Sets

  1. Click ‘Edit Version’, select the ‘Archived’ tick box at the bottom of the screen and save.
  2. The question set is now archived and can no longer be selected for creating permits.
  3. The ‘Archived’ tick box for this version is ticked on the Panels and Controls Screen.

Marking Versions/Question Sets as ‘Under Development’

Admin > Questions

  1. Click ‘Edit Version’, select the ‘Under Development’ tick box at the bottom of the screen and save.
  2. This version is now hidden, it does not appear as an option for selection when a new permit is created.

Making Versions/Question Sets available for Permit Creation

If the version/question set is not available for selection at Permit creation, untick ‘Under Development’.

The version becomes available for selection at permit creation, and permits can be created using this version/question set.

The ‘Under Development’ tick box for this version is unticked on the Panels and Controls Screen.

The Panel Order Screen: Changing the Order of Panels on a Permit

Administrators can change the order of panels on a permit by dragging and dropping

Admin > Questions

  1. Click ‘Set Panel Order’ on the Panels and Permit Questions Screen.
  2. The Panel Order Screen opens (below). Drag and drop the questions to change the order.
  3. Click ‘Save Changes’ OR:

‘Cancel’ to discard your changes and return to the Panels and Controls Screen.

The Panels and Controls Screen – Panel Setup & Question Setup

The main part of the Panels and Controls Screen shows Permit Questions and the Panels they belong to.

In the Panels and Control Screen, Administrators can:

  • Edit and Delete Permit Questions
  • Edit Panels (i.e. the group of questions for Hot Work, Working at Height)
  • Create the top question for switching a panel on/off by the permit creator (e.g. ‘Is a Hot Work permit required?’ – y/n)
  • Create new permit questions
  • Change the order of questions
  • Set up pre-defined answers to questions (e.g. yes/no dropdowns, text boxes)
  • Create dropdown lists
  • Add tool tips
  • Change the colour of the menu options on Permit forms
  • Make answers to permit questions mandatory before a permit can be saved
  • Make answers to permit questions mandatory before a permit can be issued
  • Create space for attachments (e.g. risk assessments, photographs)

 

Creating, Editing and Deleting Permit Questions

Questions can be edited and deleted from the Panels and Control Screen, as described below.

Editing Permit Questions

Admin > Questions

  1. Ensure you have the correct version selected at the top of the Panels and Controls Screen.
  2. Click the ‘Edit’ button next to the Permit Question. The Control Edit Screen opens.
  3. Make all changes and click the ‘Save’ button to save, OR Click the ‘Back to List’ button to return to the Panels and Controls Screen without saving.

Deleting Permit Questions

Admin > Questions

  1. Ensure you have the correct version selected at the top of the Panels and Controls Screen.
  2. Click the ‘Delete’ button next to the Permit Question, and ‘Confirm’ deletion.

The Panel Edit Screen: Editing and Hiding Panels

Admin > Questions

  1. Ensure you have the correct version selected at the top of the Panels and Controls Screen.
  2. Click Edit at the right of the Panel Heading (e.g. General).
  3. The Panel Edit Screen opens. You have the following options:
  • To change the name of the Panel, change the ‘Panel Edit’ wording.
  • To make the panel visible to users, tick ‘visible’.
  • To hide the panel, untick ‘visible’.
  • To allow users to switch the panel on or off during permit creation, tick ‘Has Top Question’ and type a question
  • To set the number of hours a permit will be valid for if it includes this panel, type the number into the ‘Max Hours’ field. In the permit workflow, a permit expires once the number of hours has been reached and will require hand-back and/or the creation of a follow-up permit.
  • To set whether to include an ‘Atmosphere Test’ section as part of the panel, select an option from the dropdown menu, i.e. None, Mandatory or Optional.
  • To set panel and font colours on screen, enter Hex values into the ‘Colour’ and ‘Font Colour’ fields.
  • To use panel and font colours on the PTW printout, tick the ‘Colour Report Title’ box and enter Hex values for ‘Colour on Report’ and ‘Font Colour on Report’.
  1. Click ‘Save’ OR Click the ‘Back to List’ button to discard your changes and return to the Panels and Controls Screen.

The Control Order Screen: Changing the Order of Permit Questions within a Panel

Admin > Questions

  1. Ensure you have the correct version selected at the top of the Panels and Controls Screen.
  2. Click ‘Order’ at the right side of a Panel heading.
  3. The Control Order Screen (below) opens. Drag and drop the questions to change the order.
  4. Click ‘Save Changes’ OR ‘Cancel’ to discard your changes and return to the Panels and Controls Screen.
Terminology