User Guide: Multi-Department Review Tracking

Last updated: January 15, 2026

---

Overview

As an LP Tech, one of your key responsibilities is monitoring the progress of permits through multi-department review. Each permit may have 3-8+ different Review Tasks being processed by different departments simultaneously. This guide explains how to track all reviews, identify bottlenecks, send reminders, and know when a permit is ready for the next step.

Your Monitoring Role

---

Understanding Aggregated Status

How Status Sync Works

Each Review Task status automatically syncs to a corresponding field on the parent permit:

Reading the "Big Picture"

On the parent permit record, you can see all status fields at once:

Example Permit Status View:

This aggregated view tells you instantly where the permit stands across all departments.

---

Review Status Dashboard

Accessing the Dashboard

1. Log in to Entity Manager
2. Navigate to the Permits entity
3. Select a dashboard view like:
   • "All Active Permits"
   • "Permits In Review"
   • "My Assigned Permits"

Dashboard Views

Configure or select views that show:

Key Dashboard Columns

Your permit list should include these columns:

---

Viewing All Review Tasks for a Permit

Accessing Review Tasks

1. Open the permit record
2. Navigate to the Review Tasks related list/section
3. See all Review Tasks with their current status

Review Tasks List View

The related list shows:

Quick Status Assessment

Scan the Review Tasks to understand permit status:

---

Status Categories Reference

Quick Reference: Status Meanings

What "All Approved" Looks Like

A permit is ready for the next step when all required Review Tasks show approval statuses:

Not Ready If Any Task Shows:

• Pending (review not started)
• Review In Process (still being reviewed)
• On Hold variants (waiting for response)
• Revision / Incomplete (waiting for applicant changes)
• Denied (blocked)

---

Identifying Delays and Bottlenecks

Signs of Stalled Reviews

Note: These timeframes are examples. Your organization may have different SLA targets.

Finding Stalled Permits

Use dashboard filters or reports to identify:

1. Permits with any Review Task "Pending" more than X days
2. Permits with any Review Task "On Hold" more than X days
3. Permits with any Review Task "In Process" more than X days
4. Permits with total review time exceeding targets

Bottleneck Analysis

If multiple permits are stalled at the same department:

• Check reviewer workload
• Check if reviewer is out of office
• Check if there's a systemic issue

---

Sending Reminders

When to Send Reminders

Manual Reminders

To manually remind a reviewer:

1. Open the Review Task
2. Note the assigned reviewer
3. Send email/message asking for status update
4. Document that you sent reminder in notes

Automated Reminders

See the Automated Reminders guide for setting up:

• Automatic email reminders to reviewers
• Automatic email reminders to applicants
• Escalation notifications to supervisors

Reminder Best Practices

Effective Reminder:

"Reminder: Building Plan Review for Permit #BLD-2025-001234 (123 Main St) has been pending for 7 days. Please begin review or let me know if there are issues."

Key Elements:

• Permit number and address
• How long it's been waiting
• Clear ask (start review or communicate issue)

---

Escalation Procedures

When to Escalate

Escalation Process

1. Document the issue and what you've done (reminders sent, etc.)
2. Contact the appropriate supervisor
3. Provide permit details, timeline, and current status
4. Follow up after escalation to track resolution

---

Handling Partial Approvals

Approved with Conditions

When a Review Task is "Approved with Conditions":

1. Review the conditions documented in the Review Task notes
2. Conditions must be met before or during permit use
3. Document conditions on the permit record for issuance
4. Communicate conditions to applicant if not already done

Multiple Conditions

If multiple departments have conditions:

1. Compile all conditions from all Review Tasks
2. Create a consolidated conditions list
3. Include in permit issuance documentation
4. Ensure applicant understands all conditions

---

Dealing with Denials and Revisions

When a Review Task Is Denied

A single "Denied" status blocks the permit:

1. Review the denial reason in the Review Task notes
2. Contact applicant to explain the situation
3. Determine options:
   • Applicant revises and resubmits
   • Applicant appeals
   • Application is withdrawn

Note: Denial typically requires supervisor review before proceeding.

When a Review Task Needs Revision

A "Revision" status means the applicant must make changes:

1. Check Review Task notes for what's needed
2. Ensure applicant received notification
3. Monitor for resubmission
4. When revised documents received, reviewer continues review

Tracking Revision Submissions

When applicant submits revisions:

1. New documents appear in permit's Documents section
2. Reviewer should be notified
3. Review Task may automatically return to queue
4. Monitor to ensure reviewer resumes review

---

Moving to Issuance

Prerequisites for Issuance

Before a permit can be issued:

Ready for Issuance View

Create or use a view showing permits where:

• All department status fields show approved statuses
• Payment status shows "Paid" or "Complete"
• No Review Tasks in pending/hold/revision state

Next Steps

When permit is ready:

1. Verify all prerequisites met
2. Create or activate Issuance Review Task
3. Proceed with permit issuance workflow
4. See Permit Issuance & Completion guide for details

---

Communicating with Applicants

Status Updates

Keep applicants informed about their permit status:

• Where each review stands
• What's causing any delays
• What they need to do (if anything)
• Estimated timeline (if possible)

Responding to Inquiries

When applicants ask about status:

1. Check the permit's aggregated status fields
2. Review any Review Tasks in non-approved status
3. Explain what's happening with each review
4. Provide estimated timeline if possible
5. Tell them what action they need to take (if any)

Common Applicant Questions

---

Troubleshooting

Common Issues

Q: Status field on permit doesn't match Review Task. A: There may be a sync delay. Refresh the page. If issue persists, contact your administrator about the Status Sync automation.

Q: I can't find all the Review Tasks for a permit. A: Check the Review Tasks related list. If tasks are missing that should exist, they may need to be manually created, or the permit type configuration may need updating.

Q: A review has been "In Process" for weeks. A: Contact the reviewer directly. If unresponsive, escalate to their supervisor.

Q: Applicant says they submitted revisions but reviewer hasn't seen them. A: Check the Documents section for recent uploads. Ensure documents are properly linked. Notify reviewer that revisions are available.

Q: Multiple departments show "On Hold" for different reasons. A: Compile all requests and communicate to applicant. They need to address all issues before reviews can continue.

---

Best Practices

Effective Monitoring

1. Check dashboard daily - Catch delays early
2. Know your SLAs - Understand target timelines
3. Prioritize urgent permits - Focus on critical applications
4. Document your actions - Keep notes on reminders, escalations
5. Communicate proactively - Don't wait for applicants to ask

Efficient Workflow

1. Use filters - Focus on permits needing attention
2. Batch similar tasks - Send reminders in groups
3. Leverage automation - Set up automated reminders
4. Coordinate with reviewers - Build relationships for faster resolution
5. Track patterns - Identify systematic bottlenecks

Quality Service

1. Be responsive - Answer applicant inquiries promptly
2. Be transparent - Explain status clearly
3. Be helpful - Guide applicants through the process
4. Be accurate - Provide correct information
5. Be proactive - Anticipate issues before they escalate

---

Related Guides

• Review Tasks & Department Routing - Understanding the Review Task system
• Plan Review Workflow - How reviewers process tasks
• Department Manager Dashboard - Dashboard configuration
• Automated Reminders - Setting up automatic notifications
• Permit Issuance & Completion - Next steps after all approvals

---

Quick Reference: Status Dashboard Checklist

---

For questions about tracking procedures or escalation policies, contact your supervisor.