Anyone in state or local government knows the bureaucracy involved in licenses, permits, and inspections (LPI). From construction and zoning permits to business and trade licenses, processes are paper-intensive and can take up a lot of your people’s time. Meanwhile, tracking and recording code enforcement, construction or maintenance inspections, and fire protection certifications also tend to require a lot of attention paid and time spent.
Government workers can easily find themselves buried in paperwork. But what if you could take some of the hard work out of licensing, permitting, and inspection processes? Government agencies across the USA and worldwide are doing just that by digitizing these processes—a key part of digital transformation in the public sector today.
However, you may be wondering where to start—and how all this would work in terms of your own LPI processes.
Going digital and untangling the red tape
When you map out and automate local government processes with Nintex Workflow Cloud, you take the first step to climbing out of that mountain of paper documents. When you digitize and transform your processes in the cloud, they can be performed by authorized personal wherever they are, instead of being tied to your physical premises. That’s great for flexible working, in an age when people are using their home offices more than ever.
Processes are made much smoother and faster, too. For instance, a member of the public can make a request for a license or a permit via a simple online form, all the data is stored in Salesforce, a case is opened, and it’s automatically routed to the relevant staff member for processing. Similarly, inspection processes, and the accompanying reporting and record creation, are also streamlined, as data can be collected in the field by staff using their mobile devices and automatically stored and forwarded to the relevant parties.
Every participant in these processes can be sent notifications when it’s time to play their part, and data is automatically validated on entry, drastically cutting down on errors and wasted time. But what I’ve described here is only the start. Applying document generation to licenses, permits, and inspection unlocks even deeper value.
Creating data-driven documents quickly, easily, and automatically
With Nintex DocGen®, licenses, permits, certificates, and inspection documentation can all be created automatically as part of your new and improved digital processes. You can use your own templates in formats including Microsoft Word, Excel, PowerPoint, or Adobe PDFs, all pre-approved for correctness and compliance. With these templates, documents can then be automatically created and populated with all the necessary data from Salesforce, including the subject’s name, address, and other details.
The templates can then be automatically stored and forwarded internally or delivered to the member of public via approved channels. Because the information comes directly from your records, you vastly reduce the potential for typos and other errors that can occur during manual data entry. And because the process is so much smoother and faster, Joe Public will appreciate the improved experience of having their request fulfilled so quickly. When you adopt document generation in LPI, the results can very quickly be felt by everyone involved.
And there’s another area where digitizing your licensing, permitting and inspection processes pays off. It’s the part where someone says, “sign here, please.”
Collecting signatures and speeding up signoff processes
With old-fashioned paper-based processes, collecting signatures from applicants or obtaining signoff from staff holds prime potential for holdups and bottlenecks to occur. The document is signed, it’s manually passed to someone else to countersign, copies are made, the document is filed, a copy of the signed document is returned to the original signer…
But with Nintex Sign® powered by Adobe Sign, an applicant’s signature can be collected quickly, easily, and digitally via the same online processes they use to enter their data. Once a digital signature is created, it can be applied in a matter of clicks on a desktop or mobile device. eSignatures hold equal weight to their handwritten equivalents and are becoming increasingly popular in a world where handling and mailing paper documents just can’t keep up with the pace of modern life.
Once the signature is collected, it’s automatically applied to an auto-generated document, and then stored, your systems of record automatically updated, and the document forwarded or delivered as appropriate. Think back to how this process occurs the traditional way: documents manually signed, mailed, or delivered by hand to your department, then photocopied or scanned, then filed. Instead of lingering in inboxes and mailrooms, these new digital documents make their way around all the relevant parties swiftly and effortlessly, resulting in vastly faster fulfillment for applicants and less hard work for your staff.
Ready to start using automation in LPI?
So, there you have it. We hope this article has helped to illustrate how and why you can benefit from automating licenses, permits, and inspections. Maybe you’re eager to give it a try, or perhaps you’d like to learn about the topic in a little more depth.
We’ve created a full guide to streamlining LPI, which you can read right here. As well as covering document generation and eSignatures, it explores how to transform the entire LPI journey, starting at the initial request, report or application. The possibilities may surprise you!