Licenses and conditions

Manual — Environment · chapter 3 of 11

Figure 5. The Environmental licenses & permits screen: the module indicators and pending-issues bar, the filters (site, type and status) and the list of the site’s four licenses, with number, expiry date, open/overdue conditions (the LO has 3 open, 1 overdue) and the calculated status: Renewal filed, Expiring (140 d), Active and Waived.

1. 1New license.
2. 2Filters: site, type and status.
3. 3Conditions column — open and overdue conditions of each license.
4. 4Status badge (here, Renewal filed).

The status is calculated by the system: Active; Expiring (180 days or less left — the badge shows the days); Renewal filed (the renewal filing date was recorded — Law 15.190/2025 extends the license until the agency decides when the request is filed before expiry); Expired (expiry date passed and no renewal recorded); No expiry date (license without an expiry date). Two statuses are set by hand, in the Manual status field: Waived (requires the waiver reason) and Closed.

Warning

The system does not check whether the renewal was filed before expiry: recording Renewal filed on is enough for the license to leave “Expired”. Record the real filing date — it stays in the license history.

Figure 6. Record of the site’s Operating License: header with site, agency, number, case number, issue date, expiry date and responsible person and the Expiring (140 d) badge; the File (opens the license PDF), Edit and Delete buttons; the automatic warning “Expires in 140 day(s). File the renewal before expiry (Law 15.190/2025) and record the date…”; and the Conditions (3 open) with due date, frequency, responsible person and status — Pending (no due date), Overdue with a red background, Expiring (20 d) and Fulfilled with a green background and the icon of the attached evidence.

1. 1Edit — where the filed renewal and the manual status are recorded.
2. 2Automatic expiry warning (while no renewal is recorded).
3. 3Overdue condition (due date passed, not fulfilled).
4. 4+ Condition.

1. In Licenses & permits (or on the site record), click New license; choose the site and the type (LP, LI, LO, LAU, LAC, LOC, LAE, water use permit, vegetation removal permit, CTF/APP, municipal permit, AVCB/CLCB or other) and fill in title, issuing agency, number, case number, activity, issue date and expiry date; attach the license file (PDF or image).
2. On the record, click + Condition for each requirement of the license: description, due date, frequency (one-time, monthly, quarterly, semiannual, annual), the number of the work order that carries it out and a note.
3. When you fulfill a condition, click the pencil (Edit / fulfill), change the Status to Fulfilled, enter Fulfilled on and attach the Evidence (file) or write the Evidence / note — without one of the two the system does not accept it. If the condition is recurring and has a due date, the next one is created automatically, with the due date moved forward by the frequency.
4. When you file the renewal with the agency, click Edit and enter Renewal filed on and the Filing number: the status changes to “Renewal filed” and the pending issue disappears.
5. If the activity does not require a license, use Manual status: Waived and write the Waiver reason; when the license is no longer valid, use Closed.

Figure 7. Fulfilling a condition: the pencil (Edit / fulfill) of the condition “Submit the semi-annual monitoring report for the oil-water separator (OWS) effluent to INEA” opens the Condition window. With Status set to Fulfilled, enter Fulfilled on (it defaults to today), attach the Evidence (file) or write the Evidence / note and click Save. As it is semi-annual and has a due date, saving creates the next one, due six months later.

1. 1Status — choose Fulfilled.
2. 2Evidence (file) — the proof (PDF or image).
3. 3Evidence / note — one of the two (file or text) is enough.

System rule

Automatic e-mail alerts: license at 180, 90, 30, 7 and 0 days before expiry (only while there is no renewal recorded and no manual status); condition and legal obligation at 30, 7 and 0 days before the due date. They go to the users with the Edit right in Environment and to administrators, through the notification rule “Meio ambiente: prazo próximo (licenças, condicionantes, obrigações)” (System › Notifications; the rule name is stored in Portuguese).