portal/runs/permits-plan-2026-09-30/llm/02-reply.md

business: Vestmark kommune - Building and Planning
language: en
contact: { name: Solveig Hauge, email: byggesak@vestmark.example }
about: >
  We are the building authority for a municipality of twenty-one
  thousand people. Anyone who wants to build, demolish, divide a
  property or change what a building is used for has to come to us
  first. We check the drawings against the zoning map and the building
  regulations, we let the neighbours and the other authorities have
  their say, and then we approve or refuse. We also decide exemptions
  from the zoning rules, we inspect what is actually built, we sign off
  finished work, and we deal with building that was never applied for.
mail: { from: "Vestmark kommune Building and Planning <post@vestmark.example>", reply_to: byggesak@vestmark.example }

does:
  - id: check-and-decide
    for: application
    text: >
      We check your drawings against the zoning map and the building
      regulations, let the neighbours and the other authorities have
      their say, and then approve or refuse. Every case is on the list
      here, so you and your neighbours can follow it the whole way,
      and object to it or appeal it from its own row.
  - id: firms-file-here
    for: firm-application
    text: >
      Approved firms file applications for their clients here, see what
      is missing and ask for the completion certificate when the work is done.

doors:
  - id: build
    who: You want to build, demolish, divide a property or change what a building is used for
  - id: firm
    who: You are an architect or an engineering firm filing on behalf of owners

invites_by: [head_of_section]

needs:
  - id: pre-application-meeting
    who: Anyone who wants to sit down with us before they spend money on drawings
    wants: A meeting with a case officer, and a written note of what we told them
    door: build
    lands_in: pre_application_meetings
    handled_by: case_officers
    stages: [open, scheduled, met, written_up, cancelled]
    done_when: [written_up, cancelled]
    success: [written_up]
    turned_down_from: [open, scheduled]
    moves_by: { cancelled: [submitter, case_officers] }
    watched_by: [front_desk]
    mails: { open: submitter, scheduled: submitter, written_up: submitter, cancelled: submitter }
    stages_text: { open: asked for, scheduled: time found, met: meeting held, written_up: written down and sent, cancelled: cancelled }
    max_fields: 4
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: property_address }
      - { name: what_you_plan, type: textarea }
      - { name: phone, type: tel, optional: true }
      - { name: place, type: location, optional: true }

  - id: application
    who: A homeowner who wants a garage, an extension, a new window or another change to their property
    wants: Permission to build, demolish, divide a property or change what a building is used for
    door: build
    lands_in: applications
    handled_by: case_officers
    stages: [open, papers_missing, papers_received, complete, in_hearing, hearing_over, recommended, approved, approved_with_conditions, refused, withdrawn]
    done_when: [approved, approved_with_conditions, refused, withdrawn]
    success: [approved, approved_with_conditions]
    skippable: [papers_missing, papers_received]
    reached_from:
      papers_missing: [open, papers_received, complete, in_hearing]
      refused: [recommended]
    moves_by:
      papers_received: [submitter]
      approved: [head_of_section]
      approved_with_conditions: [head_of_section]
      refused: [head_of_section]
      withdrawn: [submitter, case_officers]
    watched_by: [public, front_desk, inspectors]
    public_states: [open, papers_missing, papers_received, complete, in_hearing, hearing_over, recommended, approved, approved_with_conditions, refused]
    mails:
      open: submitter
      papers_missing: submitter
      complete: submitter
      in_hearing: submitter
      approved: submitter
      approved_with_conditions: submitter
      refused: submitter
      withdrawn: submitter
    deadlines: { in_hearing: { days: 42, to: hearing_over } }
    stages_text:
      open: received
      papers_missing: papers missing, clock stopped
      papers_received: missing papers sent in
      complete: complete, clock running
      in_hearing: out to neighbours and agencies
      hearing_over: hearing over
      recommended: recommendation written
      approved: approved
      approved_with_conditions: approved with conditions
      refused: refused
      withdrawn: withdrawn
    max_fields: 5
    collects:
      - { name: name, private: true }
      - { name: email, type: email, private: true }
      - { name: property_address }
      - { name: kind_of_work, type: select, options: [New building, Extension, Garage or outbuilding, Window or facade change, Demolition, Dividing a property, Change of use] }
      - { name: what_you_want_to_do, type: textarea }
      - { name: enclosed, type: select, multiple: true, optional: true, options: [Site plan, Floor plans, Elevations, Section drawing, Neighbour notices sent, Statement from the owner] }
      - { name: phone, type: tel, optional: true, private: true }
      - { name: place, type: location, optional: true }

  - id: firm-application
    who: An approved architect or engineering firm filing on behalf of an owner
    wants: To file a building application for a client and see what is missing
    door: firm
    enters_as: approved_firms
    requires: Your firm must be on our list of approved firms before it may file anything.
    lands_in: applications
    handled_by: case_officers
    stages: [open, papers_missing, papers_received, complete, in_hearing, hearing_over, recommended, approved, approved_with_conditions, refused, withdrawn]
    done_when: [approved, approved_with_conditions, refused, withdrawn]
    success: [approved, approved_with_conditions]
    skippable: [papers_missing, papers_received]
    reached_from:
      papers_missing: [open, papers_received, complete, in_hearing]
      refused: [recommended]
    moves_by:
      papers_received: [submitter]
      approved: [head_of_section]
      approved_with_conditions: [head_of_section]
      refused: [head_of_section]
      withdrawn: [submitter, case_officers]
    watched_by: [public, front_desk, inspectors]
    public_states: [open, papers_missing, papers_received, complete, in_hearing, hearing_over, recommended, approved, approved_with_conditions, refused]
    mails:
      open: submitter
      papers_missing: submitter
      complete: submitter
      in_hearing: submitter
      approved: submitter
      approved_with_conditions: submitter
      refused: submitter
      withdrawn: submitter
    deadlines: { in_hearing: { days: 42, to: hearing_over } }
    stages_text:
      open: received
      papers_missing: papers missing, clock stopped
      papers_received: missing papers sent in
      complete: complete, clock running
      in_hearing: out to neighbours and agencies
      hearing_over: hearing over
      recommended: recommendation written
      approved: approved
      approved_with_conditions: approved with conditions
      refused: refused
      withdrawn: withdrawn
    max_fields: 6
    collects:
      - { name: name, private: true }
      - { name: email, type: email, private: true }
      - { name: property_address }
      - { name: kind_of_work, type: select, options: [New building, Extension, Garage or outbuilding, Window or facade change, Demolition, Dividing a property, Change of use] }
      - { name: what_you_want_to_do, type: textarea }
      - { name: enclosed, type: select, multiple: true, options: [Site plan, Floor plans, Elevations, Section drawing, Neighbour notices sent, Statement from the owner] }
      - { name: owner_name, optional: true, private: true }
      - { name: phone, type: tel, optional: true, private: true }
      - { name: place, type: location, optional: true }

  - id: exemption
    who: An applicant whose plans break the zoning rules
    wants: An exemption from the zoning rules, decided alongside their application
    about: application
    requires: An application with us; the exemption rides along with it and is asked for from its row on the list of cases.
    lands_in: exemptions
    handled_by: case_officers
    stages: [open, county_asked, county_heard, granted, refused]
    done_when: [granted, refused]
    success: [granted]
    moves_by: { granted: [head_of_section], refused: [head_of_section] }
    watched_by: [front_desk]
    mails: { open: submitter, county_asked: submitter, granted: submitter, refused: submitter }
    deadlines: { county_asked: { days: 42, to: county_heard } }
    stages_text: { open: received, county_asked: county asked, county_heard: county has answered or its deadline has passed, granted: granted, refused: refused }
    max_fields: 4
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: rule_it_breaks }
      - { name: why_it_should_be_allowed, type: textarea }

  - id: objection
    who: A neighbour who got a notice in the post and does not agree with what is planned next door
    wants: To object to an application and have the objection answered in the decision
    about: application
    requires: The application must still be out for hearing; objections are taken until the six weeks are up.
    lands_in: objections
    handled_by: case_officers
    stages: [open, registered, answered, addressed]
    done_when: [addressed]
    success: [addressed]
    skippable: [answered]
    moves_by: { registered: [front_desk, case_officers], answered: [approved_firms, case_officers] }
    watched_by: [front_desk, head_of_section]
    mails: { open: submitter, registered: owner, addressed: submitter }
    stages_text: { open: received, registered: registered on the case, answered: answered by the applicant, addressed: addressed in the decision }
    max_fields: 4
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: your_property }
      - { name: objection, type: textarea }
      - { name: phone, type: tel, optional: true }

  - id: logged-objection
    who: The front desk, when an objection comes in on paper or over the counter
    wants: To put the objection on the right case straight away, instead of stapling it to a folder
    enters_as: front_desk
    lands_in: paper_objections
    handled_by: case_officers
    stages: [open, registered, answered, addressed]
    done_when: [addressed]
    success: [addressed]
    skippable: [answered]
    moves_by: { registered: [front_desk, case_officers], answered: [approved_firms, case_officers] }
    watched_by: [front_desk, head_of_section]
    stages_text: { open: received, registered: registered on the case, answered: answered by the applicant, addressed: addressed in the decision }
    max_fields: 5
    collects:
      - { name: application_reference }
      - { name: name }
      - { name: objection, type: textarea }
      - { name: received_on, type: date }
      - { name: your_property, optional: true }
      - { name: phone, type: tel, optional: true }

  - id: hearing-request
    who: A case officer who is obliged to ask another authority about an application
    wants: To ask the road authority, the fire service, the heritage office or the county, and go on when the deadline has passed
    enters_as: case_officers
    lands_in: hearing_answers
    handled_by: case_officers
    stages: [open, answered, no_answer]
    done_when: [answered, no_answer]
    success: [answered]
    moves_by: { answered: [agencies, case_officers] }
    watched_by: [agencies, front_desk]
    deadlines: { open: { days: 42, to: no_answer } }
    stages_text: { open: asked, answered: answered, no_answer: deadline passed without an answer }
    max_fields: 4
    collects:
      - { name: application_reference }
      - { name: agency, type: select, options: [Road authority, Fire service, Heritage office, County] }
      - { name: what_we_ask, type: textarea }
      - { name: answer_by, type: date, optional: true }

  - id: appeal
    who: Anyone with an interest in a decision, the applicant or a neighbour
    wants: To appeal a decision we have made
    about: application
    requires: A decision on the application, made no more than three weeks ago.
    lands_in: appeals
    handled_by: case_officers
    stages: [open, under_review, decision_changed, sent_to_board, upheld, overturned, dismissed]
    done_when: [decision_changed, upheld, overturned, dismissed]
    success: [decision_changed, upheld, overturned]
    turned_down_from: [open, under_review]
    reached_from: { decision_changed: [under_review] }
    moves_by: { decision_changed: [head_of_section], upheld: [appeals_board], overturned: [appeals_board] }
    watched_by: [appeals_board, head_of_section, front_desk]
    mails: { open: submitter, decision_changed: submitter, sent_to_board: submitter, upheld: submitter, overturned: submitter, dismissed: submitter }
    stages_text: { open: received, under_review: we are going through it ourselves, decision_changed: we changed our own decision, sent_to_board: sent to the appeals board, upheld: decision upheld by the board, overturned: decision overturned by the board, dismissed: dismissed }
    max_fields: 4
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: your_interest, type: select, options: [I am the applicant, I am a neighbour, Other] }
      - { name: grounds, type: textarea }
      - { name: phone, type: tel, optional: true }

  - id: illegal-building-report
    who: Someone who sees something going up behind their fence without permission
    wants: To tell us, so that we go and look
    lands_in: illegal_building
    handled_by: case_officers
    stages: [open, inspected, owner_written_to, explained, fined, applied_for, taken_down, nothing_illegal]
    done_when: [applied_for, taken_down, nothing_illegal]
    success: [applied_for, taken_down]
    skippable: [fined]
    turned_down_from: [open, inspected, explained]
    moves_by: { inspected: [inspectors], fined: [head_of_section] }
    watched_by: [front_desk, inspectors]
    stages_text: { open: reported, inspected: we have been and looked, owner_written_to: owner written to, explained: owner has explained, fined: weekly fine running, applied_for: applied for properly, taken_down: taken down, nothing_illegal: nothing illegal found }
    max_fields: 3
    collects:
      - { name: where }
      - { name: what_is_being_built, type: textarea }
      - { name: place, type: location, optional: true }
      - { name: name, optional: true, private: true }
      - { name: phone, type: tel, optional: true, private: true }

  - id: logged-report
    who: The front desk, when someone rings or comes in about building without permission
    wants: To log the report so an inspector goes and looks
    enters_as: front_desk
    lands_in: illegal_building
    handled_by: case_officers
    stages: [open, inspected, owner_written_to, explained, fined, applied_for, taken_down, nothing_illegal]
    done_when: [applied_for, taken_down, nothing_illegal]
    success: [applied_for, taken_down]
    skippable: [fined]
    turned_down_from: [open, inspected, explained]
    moves_by: { inspected: [inspectors], fined: [head_of_section] }
    watched_by: [front_desk, inspectors]
    stages_text: { open: reported, inspected: we have been and looked, owner_written_to: owner written to, explained: owner has explained, fined: weekly fine running, applied_for: applied for properly, taken_down: taken down, nothing_illegal: nothing illegal found }
    max_fields: 3
    collects:
      - { name: where }
      - { name: what_is_being_built, type: textarea }
      - { name: place, type: location, optional: true }
      - { name: name, optional: true, private: true }
      - { name: phone, type: tel, optional: true, private: true }

  - id: inspection
    who: An inspector on site, writing on a phone in a cold wind
    wants: To write up what was found on a case and set a date for what must be put right
    enters_as: inspectors
    lands_in: inspections
    handled_by: inspectors
    stages: [open, to_put_right, as_approved]
    done_when: [as_approved]
    success: [as_approved]
    skippable: [to_put_right]
    watched_by: [case_officers, head_of_section]
    stages_text: { open: inspected, to_put_right: to be put right, then we go back, as_approved: as approved }
    max_fields: 3
    collects:
      - { name: application_reference }
      - { name: finding, type: select, options: [As approved, Something is wrong] }
      - { name: what_is_wrong, type: textarea, optional: true }
      - { name: put_right_by, type: date, optional: true }
      - { name: place, type: location, optional: true }

  - id: completion-certificate
    who: An approved firm whose work on a case is done
    wants: A completion certificate for the finished work
    door: firm
    enters_as: approved_firms
    requires: Your firm must be on our list of approved firms, and the application must be approved; have its reference ready.
    lands_in: completion_certificates
    handled_by: case_officers
    stages: [open, checked, issued, refused]
    done_when: [issued, refused]
    success: [issued]
    moves_by: { issued: [head_of_section], refused: [head_of_section] }
    watched_by: [inspectors, front_desk]
    mails: { open: submitter, issued: submitter, refused: submitter }
    stages_text: { open: asked for, checked: inspections and outstanding work checked, issued: certificate signed, refused: refused }
    max_fields: 5
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: application_reference }
      - { name: finished_on, type: date }
      - { name: what_was_built, type: textarea, optional: true }
      - { name: still_outstanding, type: textarea, optional: true }

  - id: temporary-permission
    who: An approved firm whose client wants to move in before everything is done
    wants: A temporary permission to use the building
    door: firm
    enters_as: approved_firms
    requires: Your firm must be on our list of approved firms, and the application must be approved; have its reference ready.
    lands_in: temporary_permissions
    handled_by: case_officers
    stages: [open, checked, issued, refused]
    done_when: [issued, refused]
    success: [issued]
    moves_by: { issued: [head_of_section], refused: [head_of_section] }
    watched_by: [inspectors, front_desk]
    mails: { open: submitter, issued: submitter, refused: submitter }
    stages_text: { open: asked for, checked: inspections and outstanding work checked, issued: temporary permission signed, refused: refused }
    max_fields: 6
    collects:
      - { name: name }
      - { name: email, type: email }
      - { name: application_reference }
      - { name: move_in_on, type: date }
      - { name: still_outstanding, type: textarea }
      - { name: finished_by, type: date, optional: true }

  - id: firm-approval
    who: An architect or engineering firm that wants to file applications for owners
    wants: To be approved by us and put on the list of firms that may file
    door: firm
    lands_in: approved_firm_requests
    handled_by: case_officers
    stages: [open, checked, listed, refused]
    done_when: [listed, refused]
    success: [listed]
    moves_by: { listed: [head_of_section], refused: [head_of_section] }
    watched_by: [public, front_desk]
    public_states: [listed]
    mails: { open: submitter, listed: submitter, refused: submitter }
    grants: { listed: approved_firms }
    stages_text: { open: received, checked: registration, insurance and qualifications checked, listed: on the list, refused: refused }
    max_fields: 6
    collects:
      - { name: firm }
      - { name: name, private: true }
      - { name: email, type: email, private: true }
      - { name: registration_number }
      - { name: insurance, private: true }
      - { name: qualified_for, type: select, multiple: true, options: [Applying on behalf of owners, Architectural design, Structural engineering, Fire safety design, Geotechnical engineering, Carrying out the work, Independent control] }
      - { name: phone, type: tel, optional: true, private: true }