This process is built of three progressive parts:
Part one: the system will create a SET of records in advance (number of days in advance is decided by you and indicated in the submittal form) of their expiration date, both for applications and for permits.
Part two: the agency provides ePermitting with expiration letter text for both an Application Expiration Courtesy Letter and for a Permit Expiration Courtesy Letter. These letters should ideally contain information on how to request an extension with your agency, what they need to do to extend their expiration date, if there are any fees for extension, contact info, etc. These are Courtesy letters intended to be sent in advance of the record expiration date - these are NOT reinstatement/post-expiration letters. Once the agency provides ePermitting with the letter language, they can then execute a letter batch script from the provided SET of records and it will automatically email to BOTH Applicant and Owner where the agency has emails indicated in the system - anywhere they do NOT have emails indicated, a PDF file will be created for the Tech to print out and manually mail to the Applicant and Owner.
Part three: the system will automatically expire records based on a grace period that the agency determines, as per the submittal. If the expiration date on the record is December 1st, and the agency decides on a 30-day grace period, the system will not automatically expire that record until January 1, in this example. The agency can elect to use PARTS ONE and TWO only if desired, and not use PART THREE - and choose to manually expire records on a case-by-case basis.
There are steps required by agency staff to manage this process:
A Tech-type staff typically reviews the SETS created in PART ONE in a timely fashion (frequency is determined by the agency via submittal) and does some housekeeping on the provided sets, potentially removing records that might have special circumstances, etc. from the set - you can delete records from the set and manually adjust their expiration date further out as needed.
Once the SET is reviewed, the batch letter process is executed by this same staff person. Once executed, this batch process will return a log of what was emailed to whom - and will also produce a batch PDF file for any letters that couldn't be sent. That PDF file needs to be printed and manually mailed out to the indicated Applicants and Owners. This batch also returns which records have missing Applicant/Owner emails so the agency can do some housekeeping on those to add the necessary emails.
Then once the courtesy letters all go out, the agency will likely receive some extension requests. Staff will process those requests accordingly, charge and collect any applicable fees for extension, and then manually outdate the records' expiration date by the approved number of days/months. Doing this, outdating the record expiration, will automatically remove those records from future expiration sets - up and until the new expiration date is up again.
There is not really anything for the Tech to do on PART THREE when records are automatically expired – however a log of what records were expired will be provided via email.