How do I renew a record? / How do I perform a renewal?

Renewing a record in GovPilot allows you to create a new version of an existing record—typically used for annual registrations, licenses, or permits—while preserving selected data from the original. It’s designed for modules that involve cyclical or repeating processes. The original record remains in place, but a new one is generated for the current cycle, saving you time and reducing data entry errors. Not all modules support renewals. For example, the Business Registration is set up to allow renewals, but Report a Concern is not. If you need to duplicate a record in a module that doesn't support renewal, use the Clone feature instead.

Steps to renew a record:

1. Navigate to the record you want to renew and open the Form view.
   
   

2. Click the Renew button
   If the module supports renewals, you’ll see a Renew button on the bottom record toolbar. Click it to begin the process.
   
   
   
   

3. Set the Renewal Status on the original record
   Before the new record is created, you’ll be asked to update the original record’s status. Select Renewed or Not Renewed depending on the situation. Most users will choose Renewed to indicate this year’s renewal has been submitted.
   
   
   
   

4. Select the information to carry over
   You’ll see a list of grids or sections from the original record (e.g., Attachments, Notes, Transactions). Check the boxes for the ones you want to bring into the new record.
   
   
   
   

5. (Optional) Click "Remember my choices"
   If you’ll be renewing similar records in the future, check this box to reuse your configuration next time.
   
   
   

6. Click Renew
   The system will generate a new record based on your selections. You’ll now see both the original and the new record in your system.
   
   
   
   

7. Click Save or Save & Close
   Be sure to save the new record to complete the process.
   
   

Best practices:

• Double-check the sections you’re including before clicking Renew—data doesn’t sync between the original and new record.

• Use the Clone feature if your module isn’t configured for renewals or if you’re just duplicating data without starting a new cycle.

• Use the Remember my choices option to speed up the renewal process for future records.

Additional Resources:

• FAQ: How do I clone (copy) a record?

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