User Guide: Plan Review Workflow

Last updated: January 15, 2026

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Overview

As a department reviewer, you play a critical role in the permit approval process. Your Review Tasks represent applications that need your professional evaluation. This guide explains how to find your assigned tasks, conduct reviews, set appropriate statuses, and communicate with applicants.

Your Role

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Finding Your Assigned Review Tasks

Accessing Your Queue

1. Log in to Entity Manager
2. Navigate to Review Tasks entity
3. Select your department's queue view (e.g., "My Zoning Reviews," "Fire Reviews - Assigned to Me")

Queue Filters

Common queue views:

Queue Information

Your task queue typically displays:

Sorting Your Queue

Prioritize your work by sorting:

• Days Pending (descending) - Oldest first
• Priority (descending) - Urgent items first
• Submitted Date (ascending) - Process in order received

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Understanding Your Review Task

Opening a Review Task

1. Click on a task in your queue
2. The Review Task record opens
3. Review the task details and parent permit information

Review Task Fields

Viewing the Parent Permit

To see the full application:

1. Click the Parent Permit link in your Review Task
2. View applicant information, project details, property info
3. Access uploaded documents (plans, drawings, specifications)

Accessing Documents

From the parent permit:

1. Navigate to Documents or Attachments section
2. View list of uploaded files
3. Click to open/download documents for review
4. Common documents: Site plans, floor plans, structural drawings, specifications

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Conducting Your Review

Starting Your Review

When you begin reviewing a task:

1. Open the Review Task
2. Change status from "Pending" to "Review In Process"
3. Save the record
4. This signals to others that review is underway

Review Checklist

Your review should verify:

Adding Review Notes

As you review, document your findings:

1. Open the Comments or Notes section of the Review Task
2. Add detailed notes about your review
3. Document any issues found
4. Note anything that needs applicant attention
5. Save regularly as you work

Note Format Best Practices

Good Notes:

"Site plan shows building 5' from property line. Zoning code requires minimum 10' setback for R-2 zone. Applicant must revise site plan to show compliant setback or apply for variance."

Poor Notes:

"Setback issue."

Be specific, reference code requirements, and explain what's needed.

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Setting Review Task Status

Status Workflow

Pending → Review In Process → [Decision]
                                 ↓
                    ┌────────────┼────────────┐
                    ↓            ↓            ↓
                Approved    On Hold      Revision
                    ↓            ↓            ↓
                 (Done)    (Wait)→Resume   (Wait)→Resume

Status Meanings and When to Use

Review In Process

Use when: You have started reviewing and are actively working on the task.

On Hold Statuses

Use when: You cannot complete your review without input from the applicant.

When setting On Hold:

1. Add detailed comments explaining what's needed
2. Be specific about what information/documents are required
3. Applicant will be notified and can see your comments

Revision Statuses

Use when: Plans/documents need changes before you can approve.

Revision vs. On Hold:

• Revision: Applicant needs to fix/change submitted documents
• On Hold: You need clarification or additional information

Approved Statuses

Use when: Review passes and permit can proceed.

Approved with Conditions: When using this status, clearly document:

• What conditions must be met
• When conditions must be met (before construction, during, at inspection, etc.)
• How compliance will be verified

Denied Status

Use when: Review fails and permit cannot proceed as submitted.

Before Denying:

• Ensure you've given applicant opportunity to address issues (via Revision or On Hold)
• Document specific code/regulation violations
• Explain why the project cannot be approved
• Note if alternative approaches might work

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Communicating with Applicants

Comment Visibility

Review Task comments may be visible to:

• Other staff/reviewers
• The applicant (depending on configuration)

Before writing comments, understand your system's visibility settings.

Writing Effective Comments

For applicant-visible comments:

• Be professional and clear
• Explain what's needed in plain language
• Reference specific codes/requirements
• Provide guidance on how to resolve issues

Example:

"Your electrical panel location does not meet clearance requirements per NEC 110.26. The panel requires 36 inches of clear space in front. Please revise the floor plan to show a compliant panel location, or provide documentation of an approved alternative."

Response Timing

When applicants respond to your requests:

1. You receive notification
2. Review Task may return to your queue
3. Review the updated information/documents
4. Continue your review or set final status

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Completing Your Review

Final Status Selection

After thorough review, select your final status:

Before Completing

Verify:

• All documents reviewed
• Notes documented for audit trail
• Conditions clearly stated (if applicable)
• Final status accurately reflects your decision

What Happens After Completion

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Handling Common Scenarios

Scenario: Missing Documents

1. Check if the document is required for your review type
2. If required, set status to "Incomplete" or "On Hold"
3. Add comment specifying what document is needed
4. Wait for applicant to provide document
5. When received, resume review

Scenario: Plans Need Revision

1. Document specific issues in comments
2. Set status to "Revision"
3. Be specific about what changes are needed
4. When revised plans submitted, review changes
5. If satisfactory, approve; if not, request further revision

Scenario: Needs More Information

1. Set status to appropriate "On Hold" variant
2. Add comment explaining what information is needed
3. Wait for applicant response
4. When received, change status back to "Review In Process"
5. Continue review

Scenario: Complex Project Requiring Meeting

1. Set status to "On Hold-Meeting"
2. Add comment requesting meeting
3. Coordinate meeting scheduling (may involve LP Tech)
4. After meeting, document outcome in comments
5. Continue review with information from meeting

Scenario: Applicant Disputes Your Decision

1. Review applicant's response/appeal
2. Reconsider if new information changes your assessment
3. If decision stands, document reasoning clearly
4. Escalate to supervisor if needed
5. Follow your department's appeals process

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Managing Your Workload

Daily Workflow

1. Check your queue for new assignments
2. Prioritize by age, urgency, or deadline
3. Start reviews by setting "Review In Process"
4. Process responses from applicants promptly
5. Complete reviews with appropriate final status

Time Management Tips

When You're Away

Before extended absence:

1. Notify your supervisor
2. Tasks may be reassigned
3. Add notes to in-progress tasks about their status
4. Ensure urgent items are addressed or handed off

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Troubleshooting

Common Issues

Q: I can't find a task I was working on. A: Check "All My Tasks" view, or search by application number. The status may have changed due to applicant action.

Q: Documents won't open or are corrupted. A: Contact the applicant to resubmit. Add a note that documents couldn't be accessed.

Q: I need information from another department. A: Check the parent permit for other Review Tasks. You can view their notes/status. Contact the reviewer directly if needed.

Q: The wrong permit type was selected—this isn't my review. A: Don't change the status. Contact LP Tech or your supervisor to correct the routing.

Q: Applicant submitted revisions but I can't see them. A: Check the parent permit's Documents section for recent uploads. The revision may need to be linked to your Review Task.

Q: My status update didn't sync to the parent permit. A: Refresh the parent permit. If still not synced, contact your administrator—there may be an automation issue.

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Best Practices

Quality Reviews

1. Be thorough - Review all relevant documents
2. Be consistent - Apply standards uniformly
3. Be documented - Leave clear notes for audit trail
4. Be timely - Process reviews promptly
5. Be helpful - Guide applicants toward compliance

Professional Communication

1. Be specific - Vague feedback wastes time
2. Be constructive - Explain how to fix issues
3. Be respectful - Professional tone always
4. Be clear - Avoid jargon when possible
5. Be complete - Address all issues at once

Status Accuracy

1. Update promptly - Status should reflect reality
2. Use correct status - Choose the right status for the situation
3. Add context - Notes explain the status
4. Don't skip steps - Follow the workflow

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Related Guides

• Review Tasks & Department Routing - Understanding the Review Task system
• Multi-Department Review Tracking - How LP Tech monitors all reviews
• Department Manager Dashboard - Dashboard views for supervisors
• Automated Reminders - Reminder configuration

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Quick Reference: Status Decision Tree

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For questions about specific code requirements or review standards, contact your department supervisor.