Permits Usage

Navigating to the Create Permit Page

To create a permit, there are three ways to navigate to the Create Permit page:

1. Home screen: On the Safe work app, navigate to Permit and tap on Create Permit (as seen in screenshot 01).
2. From Permits list page: From the Permits list page, tap on Create Permit (as seen in screenshot 02).
3. From the Permit details Page: From the Permit details page, tap on Create Permit (as seen in screenshot 03). Note that when accessing the page from a Permit details page, the Create Permit form will automatically fill certain fields based on the existing details. If fields are prefilled, a warning will appear if you try to leave the page without saving.

01: Navigation to 'Create Permit' screen from Permit Home screen.

02: Create a permit from the 'Create permit' button on the Permits list page.

03: Create a permit from the 'Permit details' page.

Create Permits

You can easily create new permits on the Permits list page or Permit details page. See the section further down if you want to create a permit from a work order. First, ensure that you have access to Permits in the Safe Work app. See details in the section Setup.

To create a permit,

1. Login to Safe work application and navigate to the Permits page.
2. Click on Create permit.
3. In the Create permit dialog, you can see three sections - General, References and Validity period (see screenshot 01).
4. In the General section, fill the details (see screenshot 01).
   1. In the Form template field (mandatory field), select a template from the list and click Apply (See screenshot 02).
   2. In the Related templates field, choose none, one, or more related templates as needed.
5. In the References section, you can add related references of work orders and LOTO (Lockout Tagout).
   • To add a work order reference, click on the Work order field.
     • You will be directed to the Work order selection screen.
     • Select none, one, or more work orders (if applicable) and select Apply (See screenshot 03).
       • You can view the selected work orders by clicking on the Show selected button on the top of the page (See screenshot 03).
       • On click of Show selected, the application will display the Selected page (see screenshot 04), where you will be able to see all the selected work orders in a single page without the need to scroll between all the other unselected work orders.
       • You can deselect a selected work by clicking on the selected work order.
       • To clear all the selected work orders, you can click on the Clear button.
   • To add a LOTO reference, click on the Lockout tagout field.
     • You will be directed to the Lockout tagout selection screen.
     • Select none, one, or more LOTOs (if applicable) and select Apply (See screenshot 05).
     • You can view the selected LOTOs by clicking on the Show selected button on the top of the page (See screenshot 05).
     • On click of Show selected, the application will display the Selected page (see screenshot 06), where you will be able to see all the selected LOTOs in a single page without the need to scroll between all the other unselected LOTOs.
     • You can deselect a selected LOTO by clicking on the selected LOTO.
     • To clear all the selected LOTOs, you can click on the Clear button.
6. In the Validity period section, set a validity period that shows the time range for when the permit is valid from.
   • Select a 'Valid from' and 'Valid to' date and click Apply.
7. Select Save to create your permit.

01: 'Create permit' dialog with three sections - General, References and Validity period.

02: Selecting a form template from the 'Form template' field.

03: Work order selection screen to select work orders and navigation to view selected work orders.

04: Selected work orders screen where you can view selected work orders, deselect work orders or clear all selected work orders.

05: Lockout Tagout selection screen to select LOTO and navigation to view selected LOTOs.

06: Selected LOTOs screen where you can view selected LOTOs, deselect LOTOs or clear all selected LOTOs.

Permit Lists

When you log in to the Permits module of the Safe work application, the landing page displays is an overview page and displays a set of permit lists designed for quick and convenient access. These lists help you search, organize, and retrieve permit records efficiently from a centralized view.

The landing page has two categories of lists - Default lists and Created lists. To know more about these lists, view the section on Viewing Permit Lists.

To create/manage permit lists, ensure that you have the necessary permission for the task in Dynaway mobile > Setup > Module configuration > Safe work > Permits. To know about the related access setups for permit, view details in the section - User Permissions for Tasks in permit.

01: Permit landing page 'Permit lists', with default and created lists.

Creating and Publishing Permit Lists

Creating a permit list

1. Login to Safe work app and navigate to the Permits module.
2. You will be taken to the Permits list page. To create a new permit list, on the Permits list page, click the Context menu button (three dots in the top right corner), and select Create list (see screenshot 01).
3. Enter a name for the list and create a list using the filter options available for various properties.
4. Once created, the list will be created and all related permits will appear in the newly created list. This list will now appear on the landing page of the Permits module - Permits list page (see screenshot 02).

Publishing Permits lists

• Note that the list you are creating is only visible to you. You can publish permit lists to other users or groups via D365, just like other saved lists. Saved lists in the Permits module are labelled under the Permits area. If you want your coworkers to have access to it, see the documentation Distribute Lists to Users.

01: Option to create permit list.

02: 'Create List' screen for permits.

Viewing Permit Lists

By default, when you log in to Safe work app, you will be on the Permit lists page.

On this page, you can see a set of lists that are aimed at helping you search, organize, and retrieve asset records efficiently. Here the user can switch between a table and grid view for the saved search lists page by clicking the button at the top right of the lists (see screenshot 01).

• Note:
  • This setting only applies to non-mobile screens (wider than 767px), where there is more horizontal space.
  • On mobile, the lists will always be displayed in the table view (as in screenshot 02).
  • This setting is saved to D365 for each of the pages containing saved search lists per user. This way the view will look the same regardless of which device they log in on.

There are two types of lists that are available here - Default lists and Created lists (see screenshot 02).

Default lists

There are two default lists that are automatically created and displayed on the Permit lists page - Last visited and Favorites. Note that these lists are only visible you have the required permission to create/manage permit.

• Last visited: The Last visited list will display the permit records that were last visited/opened by you.
  • Note:
    • A maximum of 50 last visited permits will be saved in this list.
    • The list is sorted by last visited.
    • Filtering, sorting, and reports are disabled for this type of list.
• Favorites: The Favorites list will display the permit records that you have marked as favorites.
  • Note:
    • A maximum of 50 favorite permits will be saved in this list.
    • The list is sorted by last visited.
    • Filtering, sorting, and reports are disabled for this type of list.

Created lists

In the Created list section, you can see the lists that are created by you. Here, you can create and save lists based on your own search parameters, enabling quick access to frequently used filters. To know more about creating lists, view the section on Creating and publishing permit lists.

The List View Page

When you click on any of the lists, you will be directed to a page that will display all the permits that are a part of the selected list. You can view the listing of permit in either table view or card view.

• On small screen (mobile): By default, on small screens, the view of permit listing is card view.
  • To toggle the listing view from card to table or vice versa, go to the permit listing page and use the card and list icons at the top of the listing (screenshot 03 shows the card view and table view toggle icons).
  • When you select table view, you can choose the sort order of the permits displayed. To do this, first switch to table view by using the toggle option.
  • From the table view of the permit listing, click on the parameter next to the toggle buttons. By default, the sort order will be the permit ID. To change the sort order, click on this parameter (see screenshot 04).
  • You will see a list of other parameters (see screenshot 05) based on which you can select the sort order of the permit listing. Select the desired sort parameter to see the listing in the selected sort order.
• On big screen (PC): By default, on big screens, the view of permit listing is table view.
  • To toggle the listing view from card to table or vice versa, go to the permit listing page and use the card and list icons at the top of the listing (screenshot 06 shows the card view and table view toggle icons). See screenshot 07 for a sample screen of card view.
  • In table view, you can choose the sort order of the permits displayed. On a big screen, there are two ways to do this.
    • Click on the sort parameter next to the toggle buttons (by default the sort order will be the permit ID) and change the sort order by clicking on the sort parameter (see screenshot 08).
    • Click on the parameter in the header of the table view (see screenshot 09).
  • Select the desired order to see the listing in the selected sort order.

01: 'Permit lists' page toggle when the screen is wider than 767px.

02: Permit lists (landing) page with "Default lists" and "Created lists".

03: The toggle option for card view and table view on small screen.

04: Table view of permit listing with sort option.

05: Table parameters to select sort order.

06: The toggle option for card view and table view on big screen.

07: Sample view of permit listing in card view on big screen.

08: Selecting sort order parameter from the parameter drop-down.

09: Selecting the sort order from the header of the table.

Editing or Updating a Permit List

1. Login to Safe work application and navigate to the Permits module.
2. On the Permit Lists page (see screenshot 01), select the list which you would like to edit.
3. You will be directed to the listing page with a complete list of permits created that are a part of the selected list. Go to the Context menu (three dots in the top right corner) and select Edit list (see screenshot 02).
   • Note:
     • You cannot edit predefined lists.
     • If you do not have the required permission to edit the permit list then, in the context menu you will be able to see the View list option instead of the Edit list option. On click of View list, the application will display the same page as the Edit view page but with the editing options disabled.
4. Make your changes and save the list to update the list.

01: Created permit lists on the Permit lists page.

02: Context menu with option to 'Edit list'.

Deleting a Permit List

A permit list can be updated or deleted only if the related settings in Dynaway mobile > Setup > Module configuration > General > Manage saved search lists is enabled and the list has not been setup from F&O, i.e. it is a system one. In other words, you cannot delete predefined lists.

To delete an existing list:

1. Log in to the Safe work application, navigate to the Permits module, and from the Permit lists page select the list to delete.
2. You will be directed to the listing page with a complete list of permits created that are a part of the selected list. Go the Context menu (three dots in the top right corner) and select Delete list (see screenshot 01).
   • If you do not have the required permissions in the module configurations to manage saved search lists, then you will not have the option to delete a list. Instead, there will be a View list option.
3. The application will display a warning dialog for the user to confirm the deletion of the selected list (see screenshot 02). Select Yes to proceed with the deletion.
4. The selected list will be deleted.

01: Context menu with option to 'Delete list'.

02: Warning message confirming deletion of the list.

Pin Saved Search Lists

The pinning saved search feature allows you to mark your frequently used saved search lists so they appear in a separate section at the top of the saved searches page. This helps you quickly access important lists without scrolling.

To pin a saved search:

1. On the saved search lists page (In this case Permit lists page), from the context menu (three dots in the upper right corner), select Manage pinned lists (see screenshot 01).
2. On the Manage pinned lists page (see screenshot 02), select the lists you want to pin by clicking on the list name or the pin button next to the list (see screenshot 02).
3. Once you have selected the lists, click on the Save button at the bottom of the page.
4. You will be directed back to the saved search lists page where a seperate section at the top of the page called Pinned lists will be displayed (see screenshot 03). The listing in this will be sorted alphabetically. Note that the pinned lists selection will be saved in D365 and will remain the same across devices when you log in.

01: Permit lists page with context menu, and navigation to 'Manage pinned lists'.

02: The 'Manage pinned lists' page.

03: The 'Permit lists' page with 'Pinned lists' section displaying the lists pinned.

View Permits Page

To view permit details, you must have access to the Permits module in Dynaway mobile > Setup > Module configuration. From the list go to Safe work > Permits > Enabled, add the relevant user or user group, and set the parameter value to 'true'.

For the user to update fields in Permits, the following configurations need to be enabled in Dynaway mobile > Setup > Module configuration > Safe work > Permits > Enabled.

Additional configurations allow updates to specific fields:

• Update lifecycle state: Dynaway mobile > Setup > Module configuration > Safe work > Permits > Update lifecycle state.
• Update owner: Dynaway mobile > Setup > Module configuration > Safe work > Permits > Update owner.
• Update validity period: Dynaway mobile > Setup > Module configuration > Safe work > Permits > Update validity period.

You can view a permit by:

1. Selecting the Permit from the Permit list of any saved search lists.
2. Searching for a permit in the Permits landing page using the Permit ID (see screenshot 01).
3. Accessing it through the permits attached to a work order.

Permit details page

On clicking of the permit card, you can view the permit details page. When the permit details page is opened, the user will see a summary of the permit, including its current state and key attributes.

1. Copy permit ID: On the Permit details page you can copy the Permit ID by using the clipboard icon next to it (see screenshot 02).
2. Update lifecycle state: To update the lifecycle state, click on the current state label. A list of permitted target states will be shown; only valid transitions will be enabled (see screenshot 03). For details on how to update permit details, view the section on Updating permits.
3. Edit owner/validity period:To edit the owner or validity period, click on the respective detail box. If the field is editable, a pencil icon will appear on the right (clicking the pencil is not required) (see screenshot 04).
4. References: You can see the number of references added for a permit in this section as Results (see screenshot 05). Here you can only see the count.
   • To view the references, click on the Arrow icon corresponding the references (see screenshot 05).
   • You will be directed to the References permit screen (screenshot 06). On this screen you can see all Work orders and Lockout tagout references added for the permit.
   • To view the work order details of the attached reference, click on the work order card. You will be directed to the work order in Work execution app.
   • To view the Lockout tagout details of the attached reference, click on the Lockout tagout card. You will be directed to the corresponding LOTO in the Safe work app.
5. Form fields: View and update form fields. See the section Form fields.
6. Reports: To know the setup and usage of reports, view the section on Permit reports.

01: Finding a permit using the search option on Permits landing page.

02: Clipboard icon to copy the Permit ID.

03: Button to update the lifecycle state.

04: Edit icon corresponding to fields which are editable.

05: "References" section with count of references and option to navigation to view references.

06: "References permit" page with cards of added Work orders and Lockout tagout references.

Form Fields

Form fields are shown as a list of questions or input fields for maintenance workers to fill in (see screenshot 01 and 02 for examples).

Form fields are populated in a permit after the creation of the permit. Scroll the page to view the form fields in the Permit details page. You can filter the form fields using the tabs above them as you go along:

• All Fields
• Unfilled Fields
• Filled Fields

After you have saved your inputs, you can filter those out you have already taken care of.

Once the permit is approved, it is no longer possible to input values. The form fields are then shown in a compact manner to give a better overview (see screenshot 03).

01: Form fields: Input fields.

02: Form fields: Questions.

03: Form fields: The permit is approved, and you can no longer input values in the form fields.

Updating Permits

For permits, you can update the lifecycle state, owner, and validity period.

Setup for updating permit details

To be able to update the lifecycle state, owner and validity period of a permit, you need to have the necessary user permissions for the relevant tasks. For more details, view the section User Permissions for Tasks in Permits.

Updating permit details

1. To update the lifecycle state, click the Lifecycle state button in the top right corner. In screenshot 01, you can see from the button that the lifecycle state is 'Created'. On the Select new state dialog, select the lifecycle state (see screenshot 02) and click on the Apply button.
2. To change the owner, click the Owner field.
3. To change the validity period, click the Validity field and enter a new date and time.

01: The permit details page.

02: Update lifecycle state of permit.

Permit List Analysis

The Permit list Analysis functionality provides a visual and statistical overview of permit records. It helps you analyze the permits data using charts and tables and allows you to generate a downloadable PDF report based on configurable options.

You can open the Analysis page of a permit list using a direct link or from within a Permit lists page.

Pre-requisites

Ensure that you have user access to Permits and Analysis page of permit lists.

1. Enable Permits access within the Safe work app: To grant Permits access, navigate to Dynaway mobile > Setup > Module configuration, select Safe work > Permits > Enabled, add the user or user group, and set the parameter value to 'true'.
2. Enable list analysis access: To grant access to generating list analysis for permits, navigate to Dynaway mobile > Setup > Module configuration, select General > Reports > List analysis, add the user or user group, and set the parameter value to 'true'.

View Permit List Analysis Page

To view the Permit list Analysis page:

1. Log in to Mobile Client and go to Permits.
2. On the Permits overview page, you can see all the lists that are available for your login. Select the list for which you would like to generate the analysis report. Note that you can only generate Analysis reports for custom lists.
3. On the Permits listing page click on the Context menu (three dots at the top right of the page), and select Analysis (see screenshot 01).
4. The app will display the Permit list analysis page. To customize the analysis report as per your business needs, click on Options report (see screenshot 02).
5. Use the Options report to customize the report as required (see screenshot 03). The following report customizations are available:
   • PDF customization options
     • Show preview: Displays a preview of how the PDF will be printed. Note that small devices may not be able to display the full preview.
     • Orientation: Choose the PDF orientation (portrait or landscape).
     • Paper size: Select from A3, A4, A5, or US letter when generating the PDF.
   • Report content customization - Users can toggle the inclusion of specific report elements:
     • Company: Enable to include company details.
     • Address: Enable to include company address.
     • Image: Enable to include company logo.
   • Permit list customization
     • List: Enable to include list information in the report.
     • Results: Enable to include the number of elements found.
     • Name: Enable to include the name of the list.
     • Filters: Enable to include the filters used in the search.
     • Show no results: Enable to show no results in the report.
   • Permit list analysis view customization
     • Owners: Enable to display information about the owner of the permit in the report.
       • Chart: Enable to display the related pie chart in the report.
       • Table: Enable to display the related table in the report.
     • States: Enable to display information about stages in the report.
       • Chart: Enable to display the related pie chart in the report.
       • Table: Enable to display the related table in the report.
6. After customizing the report, click Download PDF (see screenshot 02).
7. The report will be downloaded to the device's default location.

01: Navigation to the 'Permit list analysis' page.

02: The 'Options report' tab to customize the report.

03: The 'Options report' tab.