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Martin County
Applicant User Guide Online Permitting
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 2 of 12
Table of Contents Applicant User Guide .................................................................................................................................... 3
1.1 Online Permit Application ................................................................................................................... 3
2.1 Logging In to ProjectDox ..................................................................................................................... 5
2.2 Pre-Review Sufficiency Resubmit ........................................................................................................ 8
2.3 Change Notification and Plan Resubmit ............................................................................................. 9
3.1 Plan Review Approval Notification.................................................................................................... 11
4.1 Permit Ready Notification ................................................................................................................. 12
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 3 of 12
Applicant User Guide
1.1 Online Permit Application
Welcome to Martin County’s Online Permitting and Electronic Plan Review process.
1. In order to apply for a permit online, you must be a licensed professional with Martin County and must first have a KIVACitizen login username and password. This will allow you to submit permit applications, schedule or re-schedule inspections and pay fees online. If you already have a KIVACitizen login Username and Password, please proceed to No. 3 in this section. If this is your first time using the online permitting system, click on the following link to access the Online Permitting Agreement and complete the form here.
2. Email the completed form to [email protected] or fax to (772) 288-5911 and allow at least one (1) business day to receive your KIVACitizen login. To view or download a more detailed copy of the KIVACitizen Manual click here.
3. Once you have received your KIVACitizen login username and password, to begin the permit application process click here: Click on “Log in” then enter your KIVACitizen username and password. If you are a return user and have forgotten your password, call (772) 288-5707 or email [email protected]. Your password will be emailed to you.
4. Next, click on the “Online Permits link”, then click on “Apply for a new permit” link to start the application process.
5. Complete the application by entering all the information for the permit application you are submitting. Please note that all boxes on the application with a red asterisk (*) are required fields and must be completed. (See sample below).
Enter KIVACitizen username and password
Click Log in
Click Online Permits link
Click Apply for a new permit link
Complete all fields marked with a red asterisk (*)
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 4 of 12
6. After submitting the application, you will receive an invitation email to our ProjectDox system. ProjectDox is the system that will allow you to submit your plans online and review any corrections that may be needed during the plan review process.
Please note that at this time, you will now be working with two (2) separate systems – KIVACitizen and ProjectDox and you may have different passwords for each system.
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 5 of 12
2.1 Logging In to ProjectDox When we are ready for you to submit your drawings online, you will receive an email invitation. The email will contain your login information and information about the project, including a link to the project.
1. Please print this email so you will have the information on hand to begin the ProjectDox process.
2. Click the Project Access link in your invitation email.
3. If this is your first time logging into ProjectDox, you must install the ProjectDox components and disable your “Pop-up Blocker”.
User Login [email protected]
Temporary Password 9D29B2F
Project Name/Number: T115524
Review Coordinator: Permits Permits
Review Coordinator's Email: [email protected]
Project Access Link
If this is the first time you have logged into ProjectDox, at the login screen, enter your email address and the temporary password provided in the Invitation email into the login screen. Logins and temporary passwords are case sensitive.
4. The user Profile screen will be displayed. You must change your password and complete all the fields highlighted in yellow. Your new password can be the same as the one used in KIVACitizen. Passwords are encrypted and you will be prompted for a question and answer password hint. Do not forget your password. Click “Save” when you are finished. You can access this screen again at any time by clicking the “Profile” button in the main ProjectDox button bar.
Notes:
• ProjectDox uses pop-up windows (browser windows with no toolbars). If you login but no ProjectDox window appears, you probably have a pop-up blocker installed that is preventing the main project window from opening. You need to disable pop-up blocking for the ProjectDox site (pop-up blockers allow you to disable pop-up blocking for specified sites).
Complete fields highlighted in yellow
If this is your first time logging into ProjectDox, you must install the ProjectDox components. Click Project
Access link
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 6 of 12
• The login page now has a link for quick and easy downloading and installation of all necessary ProjectDox ActiveX controls. This will only need to be installed once; if you utilize a different computer, it will require a separate installation for each computer used. Click the Install ProjectDox Components link. Answer “Yes” to any prompt for permission to install the product.
5. If you are a returning user, log in to http://planreview.martin.fl.us with your full email address and password. If you forget your password, please call (772) 288-5707 to have it reset.
6. When you have successfully logged into ProjectDox, the Projects screen will be
displayed. Any projects for which you have access will be displayed in this list. Any outstanding tasks that require your action are displayed in the Task List area below the project list. The projects are listed by “T” numbers in the order in which you applied.
7. To upload your drawings, click the “T” number – click the Drawings Folder then click on “Upload Files”.
8. If you are submitting documents, click on “Submit Documents”; if submitting drawings,
click on “Submit Drawings”.
9. Select the file location on your computer and appropriately rename the files using the specific naming standards required by ProjectDox for all blueprints. Maximum acceptable size of blueprints is 24” x 36”.
a. Project Name – this is the name of the construction project that you are applying for a permit, e.g. the last name of the property owner.
b. Drawing Types – A = Architectural; S = Structural; E = Electrical; P = Plumbing; M = Mechanical; FP = Fire Protection and LSP = Life Safety Package and Master Egress.
c. Sheet Number – must be 3 digits preceded by a “.”, e.g. “.001”. The Site Plan should always be the first sheet of the Architectural drawings.
d. Sheet Description – description of the drawing. Below are some examples:
If this is your first time logging into ProjectDox, you must install the components.
Click on Upload Files
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 7 of 12
Each page (sheet) must be submitted individually and a 4” x 4” space left blank at the lower right for the County approval stamps to be placed.
10. In addition to the naming standards above, all other documents should be named
appropriately for easy recognition and must also be submitted as individual documents. Below are some examples:
11. You can choose either “Upload Files” or “Upload Folders”. If you choose “Upload Files”, you must highlight each of the files needed. If you choose “Upload Folder”, all files in that folder will be uploaded.
12. Once you have selected all of the files you want to upload, click “Upload Now” to transfer the files to the project folder.
13. Click on the “Close Window” to close out the file upload complete dialog box.
14. You have successfully completed the first portion of submitting your plans electronically. Please logout of ProjectDox after your session is done.
15. When we have done our review, an email notification will be sent to you detailing the next steps to be taken.
Click on Upload Now
Change File Names to ProjectDox Standards
Click on Close Window
Dunn A.001 Site Plan Dunn A.002 Floor Plan Dunn S.001 Foundation Dunn S.002 Wall Section Dunn E.001 Electrical Riser Diagram
Dunn P.001 Plumbing Riser Diagram Dunn M.001 Duct Layout Dunn M.002 Mechanical Spec Sheet Dunn FP.001 Fire Wall Separation Plan Dunn LSP.001 Fire Extinguishers
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 8 of 12
2.2 Pre-Review Sufficiency Resubmit
If additional documentation is needed to begin the plans review, you will receive an email notification. Please follow the steps outlined.
1. Click the “Task Name” link in your email to access the Applicant Pre-review Corrections. Login to ProjectDox. The Applicant Pre-review Corrections e-form will open.
ACCOUNT INFO RESOURCE LINKS
Your Login: [email protected]
Task Name: Pre-Review Deficiencies
Task Instructions:
You have been requested to resubmit your plan documents. Please log in and view the Resubmit form for further details.
Permit Tech: Connie Foster
Project Access: Project Login
Martin County ePlan Review User Guide
KIVA Citizen User Guide
2. Click on the Applicant “Pre-review Corrections” task to open the Plan Review Sufficiency form; review the form paying close attention to what is written in the “Pre-Review Corrections Comments”.
3. After you have identified the missing drawings and/or documents, upload your drawings into the “Submitted Drawings” folder and, if requested, the documents into the “Submitted Documents” folder. Click “Upload Complete” after you have uploaded the necessary files. If you do not click “Upload Complete”, we will not be notified that you have uploaded the files and the plan review will not begin.
4. Click on the “Close Window” to close out the window.
Click the Task Name link to view Pre-Review Corrections form
Pay close attention to Pre-Review Corrections Comments
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 9 of 12
2.3 Change Notification and Plan Resubmit
If revisions are required to your drawings, you will receive an email notification. Follow the steps below:
1. Click the “Task Name” link in your email to access the revisions requested. Login to ProjectDox. The Drawing Resubmittal Request e-form will open.
ACCOUNT INFO RESOURCE LINKS
Your Login: [email protected]
Task Name: Applicant Resubmit
Task Instructions:
You have been requested to resubmit your plan documents. Please log in and view the Resubmit form for further details.
Permit Tech: Malina Colasuonno
Project Access: Project Login
Martin County ePlan Review User Guide
KIVA Citizen User Guide
2. Click the “Conditions Form” link in Step 1 to review the comments provided by each of the review departments. Red-lines/corrections to drawings can be seen by clicking the “File Markup Links” provided on the form. This will open the file in a new window displaying the markup details and any “Changemark” notes provided by the review in the right-hand pane.
3. Click on the Review link in the “Review Markups” section. Your drawings should appear. 4. Click on the open icon to open the mark-up.
5. Select the drawing name in the pop-up window to view the markups in their entirety. After completing the review of the mark-ups, make the required changes in your original (CAD) software.
Click the Task Name link to access requested revisions
Click the Conditions Form link to review requested revisions
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 10 of 12
6. Once you have completed making the modifications on your electronic plans, save the newly modified document with the same name (DO NOT CHANGE THE NAME OF THE DOCUMENT).
7. Log into ProjectDox and follow the steps to upload the corrected drawings. Click the “Upload Files” button for the appropriate folder, “Submitted Drawings” or “Submitted Documents”, and follow the instructions to upload the corrected files.
8. Click the “Close Button” to exit the file upload complete dialog box. 9. To indicate that you have completed the resubmit request, open the “Resubmit
Request” form. Click on the “Task List” button in the project view and select the “Drawing Resubmit” task in the “My Task List” section.
10. Place a check mark in each of the steps on the form and click the “Resubmit Complete”
button on the bottom of the form.
11. Your corrected drawings and/or documents have now been resubmitted for re-review. If more revisions are required, you will be asked to repeat the steps under this section – “Change Notification and Plan Resubmit “.
12. You have now completed the resubmittal process.
Click Resubmit Complete
Select Drawing Resubmit in My Task List section
Place check mark in each of the three Steps to show completion
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 11 of 12
3.1 Plan Review Approval Notification
Once the final approval is complete, you will receive an email notification that your plans have been approved and informing you of the outstanding building permit fee. To pay online by MasterCard or VISA credit cards:
1. Click on the “KIVA CITIZEN ONLINE” link in the email.
MARTIN COUNTY BUILDING DEPARTMENT
900 SE Ruhnke Street Stuart, FL 34994
Phone: 772.288.5916 / Fax: 772.288.5911 Email: [email protected]
Web: www.martin.fl.us
Plan Review Approval Notification T116990
Hello (Applicant):
This is a notification that your ePlan Review submission has been approved and is ready to be issued upon receipt of the building permit fee in the amount of $47.75 Permit Type: BAC Application Number: T116990. To pay the building permit fee online by credit card, click on the link below:
KIVA CITIZEN ONLINE
Then click on "Pay outstanding Fees" and fill out the appropriate information. Once your fees have been paid, your permit will be issued.
Comments: Please contact the Permit Tech listed below for questions.
2. Click on “Pay Outstanding Fees” and fill out the appropriate information. All fields marked with a red asterisk (*) are required.
3. Click on “Pay Fees” and then sign out.
4. Once the fees have been paid and we have issued the permit, you will receive a Permit Issued Notification email with instructions to download the permit card and approved, stamped plans.
Click the KIVA CITIZEN ONLINE link to pay outstanding permit fees
Complete all fields marked with a red asterisk (*)
Click Pay Fees and then sign out
Click on Pay Outstanding Fees
Applicant User Guide
Online Permitting
Martin County Building Department| 900 SE Ruhnke Street, Stuart, FL 34994
Page 12 of 12
4.1 Permit Ready Notification
When all fees have been paid and the permit has been issued, you will receive a Permit Ready Notification email. Once you have received this email, the permit and approved plans will be available to download and print for a period of three (3) weeks. After this time, you will need to contact the Building Department if you want to download and print the permit and plans.
1. Click on the “Project Login” link. 2. Enter your email address and password.
MARTIN COUNTY BUILDING DEPARTMENT
900 SE Ruhnke Street Stuart, FL 34994
Phone: 772.288.5916 / Fax: 772.288.5911 Email: [email protected]
Web: www.martin.fl.us
Permit Issued for T116633
Hello (Applicant): Your building permit has been issued for Permit Type: BRR Application Number: T116633. Reference the following building permit type and permit number for any future communication with the Building Department: Permit Type: BRR Permit Number: 2010040572.
Comments: Please contact the Permit Tech listed below for questions.
The permit, conditions list, and approved, stamped plans are available to download from your ePlan Review Project. The building permit, conditions list, and stamped plans must be printed and made available at the construction site.
To download the approved stamped plans, follow the directions below.
ACCOUNT INFO RESOURCE LINKS
Your Login: name@emailaddress
Task Name: Permit Ready Notification
Task Instructions: Your Permit has been issued and is ready for download from the Approved folders in your Project.
Permit Tech: Malina Colasuonno
Project Access: Project Login
Martin County ePlan Review User Guide
KIVA Citizen User Guide
INSTRUCTIONS
1. Click the Project Login link. 2. Enter your User Login credentials. 3. Click on the "Approved Drawings" or the "Approved Documents" folder to download
the approved files. 4. Print out a copy of the approved plans and make them available at the construction
site. PLEASE DO NOT REPLY TO THIS EMAIL
3. Click on the project number and then click on the “Approved Drawings” and/or “Approved Documents” folders to download the approved files.
4. Print out a copy of the approved, stamped Plans along with a copy of the Permit Card and make them available at the construction site.
Congratulations! You have now successfully completed the electronic permit process!
Click on the Project Login link
