Working with Permit to Work

Set Up Number Series

Permit to Work requires setup of three number series:

• In the Dynaway Forms module, create Form Templates used on Permits. This requires number series setup in the Forms module. If you already use the Work Order Checklist module in EAM-BC, you may have already set up number series for Forms. If not, refer to the Forms Setup article.

• In addition to the number series set up in Forms, set up two number series for automatic numbering of Permits:

  • In the Permit to Work Template Nos. field, select a number series for Permit Templates.
  • In the Permit to Work Nos. field, select a number series for Permits.

Create Permit Categories

Permit Categories are used on Form Templates for Permits. Categories are created in the Dynaway Forms module because Permits are created as Form Templates in the Forms module.

How to Create a Permit Category:

1. On your role center, search for and select Form Template Categories.
2. In the Form Template Categories list, select New in the ribbon.
3. Enter a Code for the category.
4. Enter a Description for the category.
5. In the Type field, select "Permit to Work".

Set Up Workflow for Permits

Workflow setup is used to send a Permit for approval, get the Permit approved by one or more approvers, and update the status to "Approved" (or "Rejected") on the Permit when the approval process is completed.

Workflow is part of standard D365BC functionality. Dynaway provides a "Permit to Work" workflow template for use with permit approval. This workflow ensures that all approvals must be added to a Permit before the related Work Order can be released.

How to Create a Workflow Template:

1. On your role center, search for and select Safe Work Setup.
2. Select Create Workflow Templates in the ribbon.
3. Select Yes and then OK.

How to Set Up a Workflow for Permit Approval:

1. On your role center, search for and select Workflows.
2. In the Workflows list, select New > New Workflow from Template.
3. In the Maintenance group, select Permit to Work.
4. On the workflow card, activate the Enabled toggle button.

For more details, please check: Workflows in Business Central

Approval Overview

When a Technician submits a Permit to Work for approval (before starting work on the Work Order), the Permit goes through an approval process. The Technician cannot start work on the Work Order (update the Work Order Status to "In Progress") before the related Permit has been approved.

The approval process for a Permit may include one or more reviewers, but must include at least one approver.

There are three ways to work with Permit approval:

1. Default Permit Approval Setup: If no approvers are selected on a Permit, the Permit automatically uses the Default Permit Approval Setup. This ensures a consistent approval process.
2. If you do not use the Default Approval setup, and you have not selected at least one approver on a Permit or Permit Template, you cannot release the Permit or Permit Template.
3. When you create a Permit Template, you can add approvers and reviewers to the template. Approvers and reviewers are automatically transferred to the Permit from the Permit Template when a Work Order is created.
4. You can manually create a Permit (from a Template or from scratch) and add approvers and reviewers as needed.

Default Permit Approval Setup

You can set up a list of default approvers for Permits. If you have not added reviewers or approvers on a Permit Template, the default approval setup will automatically be applied to the Permit created from that Template.

How to Set Up Default Approvers for Permits:

1. On your role center, search for and select Safe Work Setup.
2. Select Default Permit Approval Setup in the ribbon.
3. Select the user in the User Name field in the empty row.
4. Select the role (reviewer or approver) for the selected user in the Approval Role field. At least one Approver must be set up.
5. Repeat steps 3-4 for each new approver or reviewer you want to add.

Working with Permit to Work

A Permit to Work contains a list of conditions to be met or tasks to be done to ensure that maintenance work described in a Work Order can be carried out in a safe way. A Permit is attached to a Work Order. The Technician scheduled to work on the Work Order fills out the Permit and submits it for approval. The Technician must not start work on the Work Order before the related Permit is approved.

Permit to Work Process Overview

Working with Permits includes:

1. Create Forms (using a Form Template) for a Permit Template.
2. Create a Permit Template and add Forms to the template.
3. Assign a Permit Template to a Work Order Plan.
4. When a Work Order is created, a Permit is automatically attached to it, based on the Permit Template from the Work Order Plan.
5. Fill out the lines on the Forms related to the Permit and submit the Permit for approval (done by the Technician).
6. Approve the Permit.
7. When a Permit is approved, work can start on the Work Order.

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Create and Release a Form Template for Permits

You can create a Form Template to be used for Permits in the Dynaway Forms module. You add a Form Template to a Permit Template. Next, you assign a Permit Template to a Work Order Plan.

The Form Template may contain few or many tasks that a Technician must carry out as part of a Work Order maintenance job. Permit tasks are related to safety, for example:

• Ensure that electricity is switched off.
• Ensure that any flammable substances have been removed.
• Install insulating mats in the work area.

When you create a Form Template for Permits, you add the lines (tasks) that a Technician must complete. You manually change status on a Form Template when it is ready to be used. Here is a status overview:

Status	Description / related action
Open	The Form Template is created.
Released	You can attach the Form Template to a Permit Template.
Closed	The Form Template is no longer used.

When you add a line (task), there are several line types to choose from in the Type field. Each line type determines how the task is presented to the Technician. You can preview the Form Template using Process > Preview to ensure it is set up correctly.

When a Form Template is ready to be used, update the status to Released. Released Form Templates can be added to a Permit Template, which is assigned to a Work Order Plan. When the Work Order Plan is calculated, a Permit is created on the related Work Order. The Permit contains the Form Templates from the Permit Template.

How to Create a Form Template for Permits:

Data Requirements:

• At least one Category of type "Permit to Work" exists.
• Form Template Nos. used in Forms Setup is set up as default number series.

Steps:

1. Search for and select Form Templates.
2. Select New to create a new Form Template.
3. Enter a Code and Description.
4. Select a Category of type "Permit to Work".
5. Add lines (tasks) to the Form Template, selecting the appropriate Type for each line.
6. Complete the setup of the Form Template as needed.
7. Change the status to Released when ready.

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Create a Permit Template

The purpose of a Permit Template is to create a task list regarding safety-related tasks, including a specific approval workflow, which can be used across multiple Work Orders. This ensures that maintenance work can be carried out in a safe way, and that the same safety tasks can be applied to different work situations.

A Permit Template may include one or more Form Templates for Permits.

When you have created a Permit Template, you can:

• Assign the Permit Template to a Work Order Plan. When the Work Order Plan is calculated, a Work Order is created, and a Permit is automatically created for the Work Order (based on the Permit Template).
• Manually create a Permit and add Forms to it. Then, it is possible to manually add the Permit to an open Work Order.

Note: You can manually create a Permit and add Forms to it without using a Permit Template. However, it is recommended to use Permit Templates for consistency and easier management.

A Permit Template can go through various states:

Status	Description / related action
Open	The Permit Template is created and editable.
Released	The Permit Template can be assigned to Work Order Plans and Permits.
Inactive	The Permit Template cannot be used.

How to Create a Permit Template:

Data Requirements:

• At least one released Form Template with a category for Permits exists.

Steps:

1. Search for and select Permit Templates.
2. Select New to create a new Permit Template.
3. Enter a Code and Description.
4. Add one or more released Form Templates to the Permit Template.
5. Set up approvers and reviewers as needed.
6. Complete the setup of the Permit Template as needed.
7. Change the status to Released when ready.

A Permit Template must be in status Released before you can add it to a Work Order Plan or create a Permit from it.

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Create a Permit from a Template

You can manually create a Permit to Work and add Form Templates and Approvers to it. When the Permit is created, you can manually add the Permit to a Work Order.

How to Create a Permit from a Template:

Data Requirements:

• At least one released Permit Template exists.
• The Permit to Work Template card is open.
• Default Approvers are not set up.

Steps:

1. On a Permit to Work Template card, select Process > Create Permit.
2. Or, in the Permits to Works list, select New.
3. Add Form Templates and Approvers as needed.
4. Release the Permit.

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Assign a Permit to a Work Order Plan

When you have created a Permit to Work Template, the next step is to add the template to a Work Order Plan.

When you release and calculate a Work Order Plan, and a Work Order is created from the plan, a Permit is automatically created for the Work Order, based on the Permit to Work Template.

How to Add a Permit Template to a Work Order Plan:

Data Requirements:

• At least one released Permit to Work Template exists.
• At least one open Work Order Plan exists.

Steps:

1. Open a Work Order Plan from the Work Order Plans list.
2. On the General FastTab, select a template in the Permit Template field.

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Fill out a Permit on a Work Order

When a Work Order is created from the Work Order Plan:

• A notification line at the top of the screen on the Work Order card notifies the user of an unapproved Permit, or a Permit that was approved outside the valid time frame.
• The Permit number is shown in bold text and red color in the Permit to Work field on the Work Order. This means that the Permit has not yet been approved.
• If there is a specific validity period on the Permit (set up on the Permit to Work Template), you can only complete the Permit and submit it for approval within that period.

Text Format in Permit to Work field:

Text Format	Description
Green color, bold	The Permit is approved within the valid time frame.
Red color, bold	The Permit is not approved.
Red color, italic	The Permit is approved outside the valid time frame.

How to Fill Out a Permit on a Work Order:

Data Requirements:

• At least one Work Order exists - created from a Work Order Plan that includes a Permit to Work Template.
• The Permit added to the Work Order is released.
• The Work Order card is open.

Steps:

1. Notice the notification at the top of the Work Order regarding the unapproved Permit.
2. The Permit No. is shown in the Permit to Work field in bold, red text if not approved.
3. Select the ellipsis button in the Permit to Work field.
4. On the Permit to Work screen, select a Permit record/line on the Open Forms FastTab.
5. Select Manage > Complete to open the Form related to the Permit.
6. Complete all tasks/questions one by one. When all tasks are completed, select Submit.
7. Confirm submitting the Permit for approval by selecting Yes on the pop-up screen.
8. Repeat steps 4-7 for each Open Form.

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Inspect and Edit Answers on a Permit

When a Technician has filled out all forms on a Permit and submitted the Permit for approval, they can review the answers provided in the forms. If the Permit is not yet approved, the Technician can correct answers or cancel the submitting for approval, if required.

How to Inspect Answers:

Data Requirements:

• At least one form on a Permit is filled out.
• The Permit to Work card is open.

Steps:

1. Select the record on the Completed Forms FastTab.
2. Select Manage > Answers.

How to Correct Answers:

Data Requirements:

• At least one form on a Permit is filled out.
• The Permit to Work card is open.
• Status on the Permit is "Released".

Steps:

1. Select the record on the Completed Forms FastTab.
2. Select Manage > Correct.
3. Select Yes.

How to Submit Approval Request (Manually):

Data Requirements:

• The Permit to Work card is open.
• All forms on the selected Permit are filled out.

Steps:

1. Select Request Approval > Send Approval Request.

How to Cancel Approval Request:

Data Requirements:

• The Permit to Work card is open.
• The selected Permit has Status "Pending Approval".

Steps:

1. Select Request Approval > Cancel Approval Request.
2. Select OK.

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Approve a Permit

Employees assigned to review or approve Permits find the pending approvals in the Requests to Approve list. In this list, you can approve, reject, or delegate Permits. If you delegate, it means you pass on the task of approving a Permit to another employee.

How to Approve a Permit:

Data Requirements:

• At least one Permit is assigned to the current user for approval.

Steps:

1. Search for and select Requests to Approve.
2. Select a Permit in the list.
3. Select Approve in the ribbon.

How to Open Before Approving:

Data Requirements:

• At least one Permit is assigned to the current user for approval.

Steps:

1. Search for and select Requests to Approve.
2. Select a Permit in the list.
3. Select Open Record in the ribbon.

How to Reject a Permit:

Data Requirements:

• At least one Permit is assigned to the current user for approval.

Steps:

1. Search for and select Requests to Approve.
2. Select a Permit in the list.
3. Select Reject in the ribbon.

How to Delegate a Permit:

Data Requirements:

• At least one Permit is assigned to the current user for approval.
• Approval User Setup exists.

Steps:

1. Search for and select Requests to Approve.
2. Select a Permit in the list.
3. Select Delegate in the ribbon.

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Reapprove a Permit

If a Permit requires an extension of the validation date, you must reapprove it to be valid on a Work Order. Employees assigned to review or approve Permits find the pending approvals in the Requests to Approve list.

How to Reapprove a Permit:

Data Requirements:

• At least one Permit has status "Approved", and the validation date has expired.

Steps:

1. Search for and select Requests to Approve.
2. Open a Permit from the list that requires reapproval.
3. Select Actions > Reapprove in the ribbon.
4. Select a new Valid To date.
5. Select Yes.