Permits - Workflow and statuses - j5 - 28.0 - Help - Hexagon

j5 Control of Work Help

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2019

The following graphic illustrates the workflow that a permit can go though as it moves from Drafting to Complete.

  • This section explains the default statuses configured for permits. If your workflow processes require different statuses, please contact your regional Hexagon j5 office.

  • Permits in the Drafting, Requesting, and Complete states can be viewed only on the j5 Web Client. By default, permits in these states can't be viewed on j5 Mobile. However, all of the sections in the permit can be viewed on j5 Mobile when it's in a viewable state.

The workflow moves through the following states:

  1. Click Add to create a permit. The permit’s first status is Drafting.

  2. Any user that has editing rights in the Permits module (refer to Default module permissions) can draft and edit the general details of the permit. After the first section is saved and submitted, the permit’s status changes to Requested. If the first section is revised, the status changes back to Drafting.

  3. Only the user assigned to the Area Authority role can approve the permit. This user finalizes the Valid From and Valid Until dates and then approves the permit. The permit’s status changes to Approved. If the approval section is revised, the status changes back to Requested.

    • If the Valid Until date is past while the permit is in the Approved state, the permit’s status changes from Approved to Expired.

    • If the work can’t be completed (for example, a necessary item for the work needs to be ordered), the user assigned to the Performing Authority role or the Issuing Authority role can mark the work as Not Started. The permit’s status changes from Approved to Job Incomplete.

  4. Only the user assigned to the Issuing Authority role can issue the permit. This user confirms that the necessary isolations and certificates are in place, sets the Work Allowed Until date and issues the permit. The permit’s status changes to Issued.

    • The permitted work should take place in validity period and before the Work Allowed Until date is reached.

    • If the Valid Until date is past while the permit is in the Issued state, the permit’s status changes from Issued to Expired.

    • If the work can’t be completed, the user assigned to the Performing Authority role or the Issuing Authority role can make the work as Not Started. The permit’s status changes from Issued to Job Incomplete.

  5. The users assigned to the Performing Authority role or the Issuing Authority role can make the permit Live. They confirm that they know and understand the work and its potential hazards. The permit’s status changes to Live. The Performing Authority and their team can begin the work that the permit documents.

    • The work can take place until the configured Work Allowed Until date.

    • When the Work Allowed Until date is past, the permit’s status changes from Live to Overdue.

    • If the Valid Until date is past while the permit is in the Overdue state, the permit’s status changes from Overdue to Expired.

  6. If the Work Allowed Until date is nearing (for example, shift end) or if the work can’t be completed for a period of time (for example, due to poor weather), the users assigned to the Performing Authority role and the Issuing Authority role can suspend the permit. The permit’s status changes from Live to Suspended. These users can make the permit live again when the work can continue.

    • If the Valid Until date is past while the permit is in the Suspended state, the permit’s status changes from Suspended to Expired.

  7. To make the Suspended permit Live again:

    1. Click the + in the left margin of the form to open the Re-Issue section.

    2. Assign a new Work Allowed Until date to the permit. When the Re-issue section is submitted, the permit’s status changes from Suspended to Live.

  8. To make an Overdue permit Live again:

    1. Suspend the permit (Performing Authority and Issuing Authority roles). The permit’s status changes from Overdue to Suspended.

    2. Click the + in the left margin of the form to open the Re-Issue section.

    3. Assign a new Work Allowed Until date to the permit. When the Re-issue section is submitted, the permit’s status changes from Suspended to Live.

  9. Live, Suspended, Overdue, and Expired permits can be marked as Job Incomplete or as Job Complete.

  10. To close the permit, the user assigned to the Issuing Authority role can complete the permit. The permit’s status changes to Complete.

For a demonstration of a hot work permit in use refer to the following video: