Managing Permits on Watchlist
Learn how to organize, filter, sort, and manage permits on your Watchlist for efficient permit tracking.
Once you've added permits to your Watchlist, you'll want to organize and manage them effectively. This guide covers all the tools available for managing your tracked permits.
Watchlist Overview
Your Watchlist is the central hub for actively monitoring permits. Each permit on your Watchlist:
- Consumes one permit slot from your quota (completed permits are free)
- Receives automatic status checks from our scrapers
- Triggers notifications based on your preferences
- Appears in your dashboard Change Tracker
Table Columns
The Watchlist table displays these columns by default:
| Column | Description |
|---|---|
| Checkbox | Select permits for bulk actions |
| Permit Number | The official permit record number |
| Status | Current permit status with color coding |
| Current Stage | Workflow stage blocking progress (if any) |
| Last Updated | When we last detected a change |
| Checked | When we last scraped this permit |
Customizing Columns
Click the column options button (gear icon) to:
- Show/hide specific columns
- Reorder columns by dragging
- Reset to default layout
Filtering Permits
Quick Search
Use the search box to filter permits by:
- Permit number (partial match)
- Address
- Company name
- Contact name
The search is debounced (300ms delay) to prevent excessive filtering while you type.
Status Filter
Click the Status filter button to filter by permit status categories:
- Needs Attention: Permits requiring client action (orange badges)
- Government Processing: Permits in review/processing (blue badges)
- Completed: Final status permits (muted badges)
You can select multiple status categories.
View Toggle
Switch between two view modes:
- Permits: Standard permit list view
- Activity: Activity feed showing recent changes
Sorting Permits
Click any column header to sort:
- First click: Sort ascending (A-Z, oldest first)
- Second click: Sort descending (Z-A, newest first)
- Third click: Remove sort
Note: Active permits always appear above completed permits regardless of sort order. This ensures permits needing attention stay visible.
Bulk Operations
Select multiple permits using checkboxes, then use bulk actions:
Select Permits
- Click checkbox: Select/deselect individual permit
- Click "Select all": Select all permits on current page
- Shift+click: Select range of permits
Available Bulk Actions
When permits are selected, a bulk action bar appears:
- Remove from Watchlist: Remove selected permits (frees up slots)
- Export: Download permit data as CSV
Individual Permit Actions
Click the three-dot menu on any permit row for actions:
- View Permit: Open permit details page
- Open in New Tab: View permit without leaving Watchlist
- Copy Permit Number: Copy to clipboard
- Remove from Watchlist: Stop tracking this permit
Understanding Status Colors
Permits are color-coded by status category:
Orange - Needs Attention
Client action required:
- Awaiting Client Reply
- Fee Payment Required
- Corrections Needed
- On Hold
Blue - Government Processing
In progress with jurisdiction:
- Pending
- In Review
- Plans Submitted
- Inspection Scheduled
Muted/Gray - Completed
Final states (don't consume slots):
- Approved
- Issued
- Closed
- Withdrawn
- Expired
Current Stage Column
The "Current Stage" column shows the workflow step blocking permit progress:
- Plans Distribution: Plans being routed to reviewers
- Building Review: Under building department review
- Zoning Review: Under zoning review
- Historic Review: Historic preservation review
- Natural Resources: Environmental review
- — (dash): No specific blocking stage identified
This helps you understand exactly where a permit is stuck.
Activity Indicators
Look for activity icons in the table:
- Note icon: Permit has notes attached
- Task icon: Permit has open tasks
- Badge number: Count of notes or tasks
Pagination
For large watchlists, use pagination controls:
- Rows per page: Choose 10, 20, 50, or 100 rows
- Page navigation: First, previous, next, last buttons
- Page indicator: Shows current page and total
Keyboard Navigation
Navigate efficiently with keyboard:
| Key | Action |
|---|---|
↑ / ↓ | Move between rows |
Enter | Open selected permit |
Space | Toggle row selection |
Escape | Clear selection |
Managing Slot Usage
Monitor your permit slot usage in the header:
Permit Slots: 32 / 33
Freeing Up Slots
To free slots:
- Review completed permits
- Select permits no longer needed
- Remove from Watchlist
Pro Tip: Completed permits (Issued, Closed, Expired) don't count against your quota. You can keep them on your Watchlist for reference without consuming slots.
Best Practices
Daily Workflow
- Morning review: Check "Awaiting Response" permits first
- Review changes: Scan Change Tracker for overnight updates
- Process actions: Handle fee payments, corrections, etc.
- Update notes: Document any calls or actions taken
Organization Tips
- Use search to quickly find specific permits
- Sort by "Last Updated" to see recent activity
- Filter by "Needs Attention" to focus on actionable permits
- Check inspection calendar for upcoming dates
Quota Management
- Monitor usage weekly
- Remove permits when work is complete
- Consider upgrading if consistently near limit
- Use Portfolio for discovery (doesn't consume slots)