3Managing Permits

Using the Agency Springboard

The Agency Springboard provides a landing page for agency staff to manage their work.

The Agency Springboard provides agency staff with a central launching page for accesses to tasks and pages that are relevant to the staff member’s role.

Some of the elements on the agency springboard are similar elements on the landing pages for public users, while others are specifically for agency staff.

This example illustrates the Agency Springboard. The springboard is configured to show the quick actions section (“I Want To” actions), the task list element (links to workflow tasks and to my plan reviews and my inspections), and a selection of springboard tiles. The alerts banner is not shown in the example.

For information about setting up the elements on the Agency Springboard, see Setting Up the Agency Springboard.

Global Banner

The global banner appears at the top of pages throughout the system.

The global banner for public users does not include all of the elements that are available to agency staff. The banner for agency staff includes these elements:

Page Element	Description
	Click the Back icon to return to the previous page. The banner doesn’t include this icon when you’re on the springboard.
	Click the Navigator icon to access pages using a hierarchical menu.
	Click the Home icon to return to the Agency Springboard. The banner doesn’t include this icon when you’re already on the springboard.
Global Search (unlabeled search box)	Enter search terms, then press enter or click the search icon to search for any of these objects: Applications: In process and completed permit and planning applications. Inspections: Scheduled and completed building inspections. Projects: Active projects. Incidents: In process and completed incidents. Cases: In process and completed cases. Citations: Paid and unpaid citations. Searching opens the search results page, which has tabs for each type of searchable object. Click a tab to see the indicated subset of search results, and click a row in the search results to access the object details. Tabs for features that you have not implemented are hidden. For example, if you don’t use project functionality, the Projects tab is hidden.
	Click the Notifications icon to open a pop-up window that lists the most recent unread notifications. Each notification row includes an action menu for marking the notification as read and a details button for opening the Notification Details page. The pop-up window also has a View Allbutton that opens the Notifications list page, where you can access all of your notifications. A badge on the icon indicates the number of unread notifications. If there are more than 99 unread notifications, the badge displays 99+.
	Click the Reports and Analytics icon to access the Oracle Business Intelligence Catalog (BI Catalog) or access predefined dashboards.
	Click the Maps icon to access these maps: The main agency map lets you view existing transactions or start new applications for properties that you select. The Public Hearing map lets you generate hearing notifications by defining an area and generating lists of parcels, owners, and addresses for that area. If you only have security access to one map, clicking the Maps icon opens that map. If you have access to both maps, clicking the Maps icon opens a menu so you can choose which map to open.
	Click the Page Finder icon to open a pop-up window where you can search pages by their full or partial page name. As you type, the page list is updated to match your criteria. Click any page in the list to access it. The page finder provides a convenient alternative to the hierarchical menu navigation found in the Navigator.
<Your Initials>	Your user account is represented by a circle with your initials. Click this icon to access a menu with options for updating your user preferences, changing your password, or signing out. This menu also includes a Help item that provides access to system documentation.

Alerts

Alerts are displayed as a banner that broadcasts messages with important information. These alerts are configured by the agency administrators.

Quick Actions (I Want To)

You can perform quick actions section using the I Want Todrop-down list. Choose an action, such as starting an application or scheduling an inspection, then click Go to access the related page.

This table lists the actions in the I Want Tolist. You see only the actions to which you have security access.

Action	Description
Start an Application	Opens the Apply page, where you can chose an application type and start an application. See Choosing an Application Type.
Estimate Fees	Opens the Apply page, where you can chose an application type and estimate fees for your application. See Getting an Online Fee Estimate.
Schedule an Inspection	Opens the Inspection List page, where you can request a permit inspection. See Requesting Inspections.
Report an Issue	Opens the Select an Issue Type page, where you can being the process of reporting a code enforcement issue. See Reporting Issues.
Pay Citation	Opens the Pay Citation page, where you can enter a citation ID and enter payment information on behalf of a public user. See Paying Citations

Task Lists

The task list section provides links to the Task Management page. Each links corresponds to a specific tab on the Task Management page. Use the links and the tabs to view the indicated type of task. The number next to each link provides a count of the indicated type of task.

• My Workflow

• Group Workflow

• My Plan Reviews

• My Inspections

Note: Your security roles determine whether you see role-specific links such as My Inspections and My Plan Reviews.

For more information about tasks, see Managing Tasks.

Tiles

The lower area of the springboard displays tiles that you click to access specific transactions.

Managing Transactions

View application data and statuses for permits and planning applications using the transactions list page. You can also perform actions, such as paying fees and accessing detailed application information from here.

Tip: As agency staff, you can access the transactions list page on a phone as well as on a laptop or desktop computer. The layout changes based on the device you are using.

As agency staff, such as a permit technician or planning and zoning administrator, you can use the Transactions page to view a complete list of applications submitted to your agency. Here are some of the things you can do:

• Manage application activity.

• Create or resubmit permit and planning applications on behalf of applicants.

• Cancel pending and payment pending applications on behalf of applicants.

• Manually enter fee payments on behalf of applicants.

• Copy an existing permit, planning application, or a pre-application into a new application.

• Access details about permit and planning application activity.

Note: The Transactions page provides a summary of permits and planning applications to agency staff only. Registered users who have applied for a permit or submitted a planning application for themselves or as a representative for someone else, see only the applications that they are associated with on the Applications page. The Applications page contains basic application information for the logged in user. The user profile controls which application data appear on the Transactions and Applications pages for agency staff and applicants, respectively.

Registered users can access the list by selecting Go to Applications from the quick actions drop-down list or by clicking the Applications tile on the landing page for registered users.

Agency staff can access the Transactions page by clicking the Permits or Planning Applications tile on the Agency Springboard.

Using the Transactions Page

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. You can go to a specific type of application on the Transactions page:

   • Permits: View a list showing active permit applications only.

   • Planning Applications: View a list showing active planning applications only.

   • All: View a list showing all permits and planning applications, including inactive, canceled, and withdrawn applications.

3. You can use these actions to display permits or planning applications:

   Page Element	Description
   Download	Click the download button to export the list to a .csv file.
   Search	Search by alphanumeric characters on the fields for permits or planning applications in the list. The permits or planning applications that meet the search criteria are displayed on the page. When you search on dates, use this format: MM/DD/YYYY. Search results display only the primary address for the permit or planning application. You can confirm the correct transaction by clicking the row for the permit or planning application and reviewing all of the associated addresses in the application details.
   Filter By	Apply filters to display permits or planning applications that contain the selected parameter values in the list. Click the filter button to open the filter options, where you can define, modify, and save your own filters. As a planner, you can also find the planning applications assigned to you or unassigned applications by selecting predefined filters, My Assigned Applications or Unassigned Applications, respectively.
   Sort By	Here are some of the sorting options: Application Type Status Creation Date Created By Applicant Total Fees Total Due
   List View	View the inventory of permits or planning applications in a list.
   Grid View	View the inventory of permits or planning applications on a grid.
   Map View	View the inventory of permits or planning applications on an interactive map. The map view includes a left frame with a list of items and a right frame with a map that has markers to show the locations of the items on the list. You can click a list item to zoom to its marker on the map. The search and filter options in the map view are the same options that you have in the list and grid views. See Viewing Map Markers.

Managing Application Activity

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. You can go to a specific type of application on the Transactions page:

   • Permits: View a list showing active permit applications only.

   • Planning Applications: View a list showing active planning applications only.

   • All: View a list showing all permits and planning applications, including inactive applications that are completed, voided, canceled, or withdrawn.

3. Use the information on the Transactions page to manage applications created by public users.

   Here are some of the information you can look at:

   Page Element	Description
   Application	View the application ID, application type, and status. Review the application status, for example, Payment Pending, Submitted, Pending, Permit Issued, and so on.
   Property	View parcel information. Review the parcel information, including the street address, if available. The transaction list displays only the primary address. You can review all of the addresses associated with the application in the details, which you access by clicking the application row.
   Description	View the description of the application entered on the application form or on the Overview page in the permit or planning application details.
   Additional Information	Review the user name of the person who filled out the application and the date the application was created. For example, the application was Created by John Doe on 12/20/2018. Review the permit or planning applicant’s name. This may not be the same as the person who created the request. For example, Applicant: John Doe. View expiration notifications. For example, Expires in 1 day or Expired on 10/01/2019.
   Planner	View the planner assigned to a planning application. This field appears only on the Planning Applications list.
   Fees	Review the total fees that may be applicable to the permit or planning application and a fee balance if the total has not been paid.
   	Select the Pay button to submit a payment on behalf of the applicant.
   	Select the Resubmit button to resubmit an application. The application status is Pending Submit because there may be a problem initiating workflow. Click the Resubmit button to retry initiating workflow. Resubmitting the application does not affect the fee calculations.
   	Select the Actions button for options: Copy Application: Click to copy the details of the selected application to a new application. Cancel Application: Click to cancel an application with a pending or payment pending status. The button appears only when the application has a pending status.

Identifying Transactions Page Icons

The icons on the Transactions page help you identify application activity. Let’s look at the icons:

Icon	Description
	Indicates that there was an error during the submittal process and the application status is pending submittal. There may be a problem initiating workflow. Click the Resubmit button to retry initiating workflow.
	Indicates that the permit or planning application is part of one or more projects. For more information, see Viewing Project Summaries.
	Indicates the planning application is classified as a pre-application.
(Hold) (Lock) (Notice)	Indicates that a condition has been placed on the application. The agency sets up conditions. For more information about conditions, see Applying Conditions to Applications.

Starting an Application

Here are two ways that you can start new applications for applicants from the Agency Springboard. Both options take you to the Apply page, where you can choose an application type to begin the application.

• In the I Want To quick actions section, select Start an Application.

• Select the Permits or Planning Applications tile.

  Click Apply on the Transactions page.

For more information, see Choosing an Application Type.

For more information about filling out an application, see Completing an Application.

Updating an Application

As agency staff, you can update existing applications. Only agency staff can update applications that have already been submitted.

If an application has a pending status, the applicant can make updates to the application. When the applicant selects a pending permit or planning application on their Applications list page, the service directs them back to the application form.

Here’s how you update an existing application from the Agency Springboard:

1. Select the Permits or Planning Applications tile.

2. Click the row for the selected application to open the details.

3. Go to the page for the information of the existing application that you would like to update, using the links in the left navigation panel. The actions vary by your role and the specific page.

For more information, see Working with Permit Details.

Canceling a Pending Application

Agency staff and registered public users can cancel an application with a Pending or Payment Pending status on the Transactions page using the Cancel Application action button.

For more information about canceling a pending application, see Canceling an Application.

Entering Application Fee Payments

Applicants typically pay their fees online using the payment cart, but if needed, you can initiate a payment on behalf of the applicant using the Pay button on the Transactions page.

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the Pay button for the selected application with an outstanding fee balance.

3. When using the Pay button, you bypass the payment cart and go directly to the Checkout page in payment services.

For paying fees from the Fees and Payments page in the application details, see Working with Fees and Payments.

Copying an Application

Applicants and agency staff can copy an existing application into a new application using the Copy Application action button on the Transactions page.

For more information, see Copying an Application.

Accessing Application Details

You can access application details from the Transactions page.

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the row for the selected application on the Transactions page.

   The Overview page for the application appears in the content pane of the details page.

For more information about the overview of permit details, see Viewing the Permit Summary.

For more information about the overview of planning application details, see Viewing the Planning Application Detail Overview.

Copying an Application

Agency staff and applicants can copy existing applications into new ones using the Copy Application option on the Transactions page. You select the attributes that you want to copy from the source application.

Applicants can only copy one of their own applications, agency staff must have the correct access to copy applications.

To copy an application:

1. Select Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, find the permit, planning application, or pre-application that you want to copy.

3. Click the Actions icon in the row of the application you want to copy.

4. Click Copy Application.

5. On the Copy Application page, view information and enter values for the following fields:

   Page Element	Description
   Copy From	Review the name of the source application.
   Application Type	Review the type of the source application.
   Copy To	Displays the default text as a new application. The name of the application is automatically generated once the application is submitted.
   Application Type	Select the application type for the new application using the look-up prompt. The source application type is populated by default.
   Description	Enter any information related to the new application.

6. Select from check boxes namely, property, contacts, and application details if you want to copy those attributes to your new application.

   If no check box option is selected, the new application will continue to copy the custom attributes.

7. Click Copy Application. The new application page opens and you can make changes to the fields before submitting.

Canceling an Application

Agency staff and applicants can cancel applications in a pending or payment pending status that have not yet been submitted.

Caution: When you cancel a pending application, the action is permanent. There isn’t any way to restore a canceled application.

The system status for the application changes from Pending or Payment pending to Voided.

For information about withdrawing an application that was submitted and is already in progress, see Withdrawing an Application.

This example illustrates the Transactions page, where agency staff can delete an application. The steps are described in the following text. The Cancel Application link is called out with a red box.

Canceling Pending Applications

The agency or applicants can cancel or void a pending or payment pending permit on the Transactions page for agencies or on the Applications page for registered public users. Registered public users can only cancel one of their own applications, Agency staff must have the correct access to cancel applications.

Let’s go through the steps to cancel an application:

1. Select Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, find the permit or planning application with a pending or payment pending status that you want to cancel.

3. Click the Actions icon in the row of the application you want to cancel.

4. Click Cancel Application.

5. On the Cancel Application page, enter your reason for permanently canceling the application.

6. Click OK.

Note: When you cancel an application, the system also cancels any plan reviews that are associated with the application.

Working with Permit Details

You find permit detail pages in a collection that consolidates all aspects of a permit application, such as contacts, communications, parcel information, fees and payments, plan reviews, inspections, workflow and more.

The permit detail pages include the functionality you need to manage a permit throughout its lifecycle.

Here’s how you access the permit detail pages:

1. Select the Permits tile on the Agency Springboard.

2. On the Transactions page, click the row for a permit.

3. Navigate to permit information using the links in the left panel.

The permit detail pages help you find information about a specific permit:

Page Name	Description
Overview	View the core information regarding the selected permit with links to more detail. See Viewing the Permit Summary.
Property Information	View parcel data from the permit application and a map of the parcel location. See Working with Property Information.
Workflow	View the workflow status of each task as defined by the agency using Oracle Autonomous Integration Cloud (OIC). See Using Workflow.
Application Details	Review information captured during the application intake that is specific to the permit type. For example, for a solar permit, the applicant enters the number of solar panels to be installed. See Viewing Permit Application Details.
Plan Reviews	Perform administrative tasks for review cycles as a plan coordinator and perform reviews of building plan documents prior to permit issuance as a plan reviewer on the Plan Review page. See Managing Manual Plan Review Cycles and Managing Electronic Plan Review Cycles.
Contacts	Review and add contacts for the permit. See Adding Contacts to Applications.
Conditions	Review conditions placed on the permit or person that must be resolved to complete the permit process. See Applying Conditions to Applications.
Attachments	View a list of files and upload or download documents on this page. Working with Attachments.
Comments	Review or add comments pertaining to this permit. Working with Comments.
Inspections	Review a consolidated list of inspections related to a permit. As a permit coordinator, you manage inspection activity for the permit on this page. See Managing Inspections for a Permit.
Fees and Payments	Review fees assessed and payments due. You can also add additional fee items and pay fee items from this page. See Working with Fees and Payments.
Projects	View the summary of projects associated with a permit in the permit details. The permit can be assigned to multiple projects. See Viewing Project Summaries.
Communications	Send ad hoc email messages and notifications associated with this permit. See Working with Application Communications and Working with Ad Hoc Communications.
Status History	View the history of application status changes. See Viewing Application Status History.
Related Transactions	Create and view links between transactions. See Working with Related Transactions.

Viewing the Permit Summary

You view a permit summary on the Overview page, where you get a snapshot of information regarding a permit with links to more detail.

When you access the details for a permit, you see a summary of the permit activity. This information is updated to show the latest activity.

As agency staff, you can also withdraw an in-progress application on the Overview page. Both agency staff and the applicant can add a description of the application.

Tip: As agency staff, you can access this page on a phone as well as on a laptop or desktop computer. The layout and some functionality change based on the device you are using. For more information about using the Overview page on a phone in the Oracle Inspector mobile application, see the Oracle Inspector Overview for Permits.

Using the Overview Page

1. Navigate to Permits > Permits or click the Permits tile on the Agency Springboard.

2. On the Transactions page, click the row for a selected permit to open the Overview page.

3. On the Overview page, review details or enter information in the Overview section:

   Page Element	Description
   Status	Review the application status.
   Completed Date	Review the date the application was completed.
   Description	Enter a description of the application by clicking the Add link in the Description field. The agency staff or applicant can add a description.
   Submitted By	Review the name of the person who submitted the application.
   Submission Date	Review the date the application was submitted for processing.
   Expiration Date and Extend	Review the expiration date of the application. If the Extend link is available next to the Expiration Date field, agency staff can enter a new expiration date that allows more time before the application or permit expires. You must have appropriate permissions associated with your role to manually extend a permit. Expiration notifications appear below the expiration date. Depending on how the agency set up the expiration rules for the permit type, you’ll see a notification that the application expires in the displayed number of days. For more information about working with application expiration, see Application Expiration Overview and Working with Application Expiration.
   Withdraw Application	Click the Withdraw Application button to change the application to a withdrawn status. When you withdraw an application, any scheduled inspections or plan reviews are canceled. For more information about withdrawing an application, see Withdrawing an Application.
   Print Permit	Click to view the permit in PDF format in a separate browser tab. Note: This button appears only for permits with the Inspection status. Additionally, your browser’s pop-up blocker must allow pop-up windows from the environment domain to generate the PDF of the permit.

4. Review information about the selected permit in the sections and navigate to more details:

   Page Element	Description
   Applicant	View the applicant’s name and contact information. Click the View Details link to open the Contacts page, where you can add additional contacts.
   Workflow	View a list of active and recently completed tasks, including the task status, assignment, last updated date, and number of days in the current status. Click the View Details link to open the Workflow page.
   Inspections	View the number of scheduled, upcoming, and completed inspections, as well as the number of inspections that have passed and failed. Click the View Details link to open the Inspection List page.
   Fees and Payments	View the total fees paid, amount due, and the date and amount of the last payment. Click the View Details link to open the Fees and Payments page.
   Projects	View the projects to which this permit belongs. Click the View Details link to open the Projects page, where you can see the list of projects in more detail. Click the Project ID link to find out more about the project, which may contain other permits. The Projects section is available only when the permit is associated with a project.

   Note: If you’re using a phone, you can review a summary and access details for fees and payments, and projects, from the Overview page. For complete details, access permit applications using a laptop or desktop computer.

Withdrawing an Application

Only agency staff can withdraw applications that have been submitted for processing and are in progress.

Agency staff can withdraw applications with a system status of Submitted or in-progress statuses on behalf of an applicant. An applicant can’t initiate an application withdrawal in the system.

You can withdraw permit applications with one of these statuses:

• Submitted

• In Progress

• Plan Review

• Permit Issued

• Inspection

And you can withdraw planning applications with one of these statuses:

• Submitted

• In Progress

• Hearing

When you withdraw an application that is in progress, the system also cancels or withdraws any of the following that are associated with the application:

• Open permit inspections

• Open plan review cycles and reviewers

• Scheduled pre-application meetings

• Scheduled public hearings

The system status of the application changes to Withdrawn.

For information about canceling an application that hasn’t been submitted yet and is still in a pending status, see Canceling an Application.

Withdrawing In-Progress Applications

You withdraw an application on the Overview page in the application details. Agency staff must have the correct permissions to withdraw an application.

To withdraw an application:

1. Select Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application that you want to withdraw.

3. On the Overview page, click the Withdraw Application button.

4. On the Withdraw Application page, enter the reason for withdrawing the application.

5. Click OK.

Working with Property Information

Property information shows property data from the permit or planning application. You can add, modify, and delete parcels, owner, and address information.

Property information is configured on the application forms by the agency during the design process. When filling out an application, the public user enters information, which is then displayed in the detail pages of the permit or planning application. Only agency staff can update information on the Property Information page after an application has been submitted.

This example shows the Property Information page.

Viewing Property Information

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

   The Property Information page displays a list of properties associated with the application.

   Note: The primary parcel, address, and owner are indicated with a green check mark.

4. Click a row to view detailed parcel, address, and owner information for the property on the Property Information modal page.

Adding New Properties

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

4. Click Select Multiple next to the Search field.

5. On the Search Property page, click Create New.

6. Enter parcel, address, and owner information on the Property Information modal page.

   Note: You can enter only address information and leave the parcel and owner information blank. Likewise, you can enter only parcel information, or only parcel and owner information, and leave the address information blank. You cannot enter owner information without first selecting a parcel.

Note: By default, the first property that you add is designated as the primary parcel, address, and owner for the application.

Adding Existing Properties

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

4. To add a single property:

   1. Use the Search Property field to find the property that you want to add.

      You can search by parcel, address, or owner. Properties with a parcel status of Retired do not appear in the search results.

   2. Click the property to add it to transaction. The selection appears in the grid on the Property Information page.

5. To add multiple properties:

   1. Click Select Multiple to access the Search Property modal page.

   2. Search for the properties that you want to add and select the check box next to them.

      You can search by parcel, address, or owner. Properties with a parcel status of Retired do not appear in the search results.

      You can view all of the selected properties in the Selections tab.

   3. Click Done. All of the properties that you selected appear in the grid on the Property Information page.

Note: By default, the first property that you add is designated as the primary parcel, address, and owner for the application.

Adding a Parcel from the Map View

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

4. Click Select Multiple to access the Search Property modal page.

5. Click the Map View icon.

6. Use map tools such as searching or zooming to locate the parcel on the map.

7. Click the parcel.

   The map closes, and the Search Property window opens. The system searches properties using the parcel ID provided by the map service, so the list of search results shows the parcel that you selected.

8. Select the check box for the parcel.

9. Click Add Selected.

Note: By default, the first property that you add is designated as the primary parcel, address, and owner for the application.

Modifying Property Details

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

4. Click the Edit icon next to the property that you want to modify.

5. Update parcel, address, and owner information on the Property Information modal page.

   Note: If the selected property has its parcel or address assigned as primary for the transaction, then you can’t disable the Primary switch. You must first assign another parcel or address as primary, which automatically changes the selected property to non- primary.

6. Click Save.

Deleting a Property

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit or planning application you are working with.

3. Click Property Information in the left panel.

4. On the Property Information page, click the Delete icon next to the property that you want to remove from the application.

   Note: You can’t delete a property that has its parcel or address assigned as primary for the transaction. You must first assign another parcel or address as primary and then delete the non-primary property.

5. Click OK to confirm the deletion.

Note: Deleting a property automatically deletes any associated property conditions that are applied to the permit or planning application that you are working with.You can't delete a property If that's the only property added to the application.

Viewing Permit Application Details

You review information captured during the application intake that is specific to the permit type in the application details. Some agency staff can update the permit details captured from the application.

When an agency designs the application form for a specific type of permit, they use elements that capture the information necessary for evaluating adherence to permit requirements. For example, for a solar permit, an applicant would enter data about the job (type of work, job cost, and so on) and solar details (type of roof, roof area, number of solar panels, and so on). These application details are reflected on the application details page for the permit.

Permit Application Details	Description
Construction Information	Captures Information regarding the current construction site and the proposed construction project.
Demolition	Captures information related to the scope of the demolition and if hazardous materials or utilities need to be considered—such as electricity, gas, water, and so on—when demolition is required as part of the job.
Electrical Equipment	Describes electrical features, such as outlet types, amps, voltage, and electric appliances.
Fence Information	Describes the proposed fence attributes, such as type, material, dimensions, location, and so on.
Grading Information	Describes the scope of grading work, such as the acreage affected, materials to be used and the amount of material.
Insurance	Provides a contractor’s insurance type and policy information.
License Qualification	Enables a contractor to add any state licences they have.
Mechanical Equipment	Describes features of the job site related to ventilation, heating, cooling, fire safety, and so on.
Photovoltaic Information	Describes attributes of a site’s solar energy configuration, such as roof area, coverage area, inverter information, and so on.
Plumbing Equipment	Describes attributes of a site’s plumbing configuration.
Pool Information	Describes attributes of a pool, such as type, depth, location, surrounding fencing, and so on.
Property Information	Describes the parcel as it is registered with the municipality, such as the parcel ID, parcel type, and so on.
Regulated Business Activity	Enables you to specify any regulated activity or controlled substances allowed on the premises, such as alcohol, carnival rides, casino games, and so on.
Right of Way Use	Enables you to provide any details related to the use of a right-of-way on the property or to gain access to the property, such as traffic, parking, or pedestrian impact.
Roof Information	Describes features of a structure’s roof, such as existing roof type, proposed roof type, number of layers, and so on.
Site and Zoning	Describes features of the property related to acreage, flood preparedness, as well as zoning and land usage information.
Special Event	Enables applicants to specify information about an event, including the safety plan, concessions, facilities, potential impacts, and traffic plans.
Yard Sale	Enables applicants to specify yard sale information, such as the start time, end time, and the number of days.

Updating Permit Application Details

The fields available to update depend on the permit details on the application form.

1. Select the Permits tile on the Agency Springboard.

2. On the Transactions page, click the row for the permit.

3. Click Permit Information to expand the section in the left navigation panel.

4. Click Application Details.

5. On the Application Details page, click the Edit button.

6. Update available fields on the page.

7. Click the Done button to save.

Using Workflow

Workflow provides a defined structure for the permit and planning application life cycles. For example, humans perform manual steps such as approving a permit application, while the workflow engine performs automated steps such as updating permit and inspection statuses.

Managing workflow tasks consists of updating the assignment, status, and priority for a task that a human performs. You can also add comments to a task and edit workflow comments.

You do not, however, use workflow functionality to perform the actual task. If workflow includes a task to review plans, you need to review the plans manually and record your plan review decision in the plan review pages. Once the plan review cycle is complete and all decisions are approved or not required, the workflow engine automatically moves the workflow to the next step. As an inspector, when you approve the final inspection, the workflow engine automatically changes the inspection task in the workflow to complete.

Workflow and Non-Workflow Tasks

This topic discusses workflow tasks. These are tasks that are defined in workflow process definitions within Oracle Autonomous Integration Cloud (OIC). Agency staff manages these tasks using the Workflow page in the details of a permit or planning application.

Oracle provides an additional page that agency staff can use to review both workflow and non-workflow tasks. For information about this functionality, see Managing Tasks.

Managing Workflow Tasks

Use the Workflow page to see past and current workflow tasks and to manage task assignments, status, priority, and comments.

Access the Workflow page by clicking the Workflow tab.

This example illustrates the Workflow page in two-panel view, which is described in the following text.

Note: You can update or assign a task only if it is in progress. You can add comments to tasks that are complete, but you cannot make other changes. You cannot make any changes to a task that is not started.

To manage a workflow task:

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the row for the permit or planning application you want to view.

3. Use the navigation links on the left side of the screen to select Workflow.

   The Workflow page appears on the right side of the page. This page can be toggled between a two–panel view and a list view. The list view is display-only and visible to both agency staff and registered public users; the two–panel view is for agency staff only. The default two-panel view includes the following:

   Panel	Description
   Task summary cards on the left.	The left panel lists completed and in progress tasks. Each task appears on a card that lists the following information: Task name Task status Although completed tasks can have a variety of statuses based on the outcome of the task, the status of an in progress task is always In Progress. If the workflow process definition uses parallel gateways, you might see multiple in-progress tasks. Assignee Tasks can be assigned to an individual, or they can be assigned to a group whose members can claim the task. Either the due date (for in progress tasks), or the last-updated date, which is the completion date for past tasks.
   Task details on the right.	The right panel displays more details for the task that is selected in the left panel. If the task is in progress, use the right panel to change the task assignment, update the status and priority, or add task comments. Completed tasks are not updatable, but you can add comments to them.

4. Select a workflow task from the left frame to see details in the right frame.

5. Review read-only task information.

   These fields can’t be updated regardless of the task status:

   Page Element	Description
   Task Name	The task name as defined in the OIC workflow engine. For example, the Application Acceptance task is for reviewing and accepting a permit or planning application that has been submitted.
   Task ID	The identifier for this specific instance of a task. For example, multiple permits or planning applications have an Application Acceptance task, but the Task ID for accepting the application is unique for each permit or planning application.
   Assigned To	The name of the individual who is assigned to the task, or, if the task isn’t assigned to an individual, displays the name of the group or role that is responsible for the task.
   Assigned Date	The date that the task assignment was last updated.
   Assigned By	The name of the person who last updated the task assignment. When an assignee claims a task, the Assigned To and Assigned By names are the same.
   Due Date	The date by which the task must be completed. The workflow process definition in OIC sets the due date. Generally the due date is defined as a specific amount of time after the task is started.

6. If the task is in progress, you can reassign it using these buttons:

   Page Element	Description
   Reassign	Click to choose an assignee for the task. See Managing Tasks.
   Claim	Click to assign the task to yourself. This button is visible only for tasks that are assigned to a group rather than to an individual.
   Release	Click to remove yourself as the task assignee. The task is reassigned to its default group so that group members can see and claim the task. This button is visible only for tasks that are assigned to you.

7. To update the status or priority of an in progress task, use these fields:

   Page Element	Description
   Status	Select a status that represents the final outcome of the task. The task statuses depend on the workflow setup. For example, the available statuses for a task that requires a simple approval might be Approve and Reject. The workflow status of each task is defined by the agency using OIC. Other tasks might require different statuses. The sample workflow that Oracle provides includes these statuses for the task where you review an application: Accepted - Plan Review Not Required, Accepted - Plan Review Required, More Info Needed, and Reject. Note: Task statuses are not the same as application status. However, the workflow engine can update the application status based on the outcome of a task.
   Priority	Set the priority to High, Medium, or Low. The priority is informational only.

8. Click Update to save your changes.

   When you save your changes, the system does the following:

   • Sends an update to the workflow engine in OIC, triggering any subsequent tasks in the workflow.

     For example, in a delivered sample workflow, approving a permit application triggers an update to the permit status, which triggers an email to the applicant. The workflow then reaches a decision point that checks whether a plan review is required. The next human step in the process is either completing a plan review or, if no review is required, issuing the permit.

   • Refreshes the Workflow page, which becomes read-only if the task is complete.

   • Displays a Refresh icon on the read-only page so that you can check if any new human workflow tasks get triggered.

9. Click Refresh to update the page and see if the completion of the task has triggered another workflow task for the application.

   Processing time can vary, so you might need to wait before refreshing the page.

Adding Comments to a Workflow Task

Comments are a useful mechanism for adding information to a workflow task. You can control whether the comment is visible to public users who view their application workflow. The default setting is for comments to be visible, so you must manually hide comments that you do not want the public user to see.

For more information about comments, see Working with Comments.

To add a comment to a task:

1. Access the workflow task.

2. Click Add Comment.

3. To write a new comment from scratch, enter and format your comment in the rich text field on the page.

4. To create a new comment based on one or more existing comments:

   1. Click Select Comments.

   2. On the Select Comments page, click Favorite, Standard, or Recent to see the corresponding list of comments.

      Favorite, standard, and recent comments are described in the topic Working with Comments.

   3. Locate and select the comments you want to copy, using the search and filter options as needed.

   4. Click Insert to copy the text of the selected comments into the field for the new comment.

   5. If necessary, modify the copied text.

5. If you want to hide the comment from public users, click the Hide from Public icon to toggle the visibility setting.

   When the icon displays an open lock, the comment is visible to the public. This is the default setting for new comments.

   When the icon displays a closed padlock, the comment is hidden from the public.

6. Click Save to save the comment and return to the Workflow page.

Modifying a Comment in a Workflow Task

To modify a comment:

1. Access the workflow task.

2. Click an existing comment to view it on the Comment page.

3. Modify the text of the comment as needed.

   if you use the Select Comment option to add text from an exiting comment, the new text is added after any existing text.

4. To modify the comment visibility, click the Hide From Public icon.

   Clicking the icon toggles the setting. When the icon displays an open lock, the comment is visible to the public. When the icon displays a closed padlock, the comment is hidden from the public.

5. Click Save to save changes and return to the Workflow page.

Deleting a Comment from a Workflow Task

To delete a comment:

1. Access the workflow task.

2. Click an existing comment to view it on the Comment page.

3. Click the Delete icon.

   The comment is deleted, the window closes, and you return to the Workflow page.

Managing Attachments for a Workflow Task

You can upload files to attach them to specific workflow tasks. File that you associate with a workflow task are visible only on the detail page for that task. That is, workflow attachments are not visible on the general Attachments page for an application.

To manage attachments for a workflow task:

1. Access the workflow task.

2. Click the Attachments link to display attachments information.

   The Attachments link and Comments link toggle the display between task comments and task attachments. In Attachments view, a grid displays the File Name, a Description, and the File Size for each attachments.

3. To add a new attachment:

   1. Click Add.

   2. Select a file using your browser’s file selection window.

   3. On the Add Attachments page, verify the File Name and optionally enter a Description.

   4. Click Upload.

      When the upload is complete, the new attachment appears in the workflow task details.

4. To view or modify attachment information:

   1. Click the Actions icon for the existing attachment.

   2. Select View Details.

   3. On the Attachment page, review the File Name, File Size, and the Last Updated By and Uploaded By user names.

   4. Optionally update the Description.

   5. Click Save or Cancel to return to the Attachments page.

5. To download a file, click the Actions icon and select Download.

6. To delete a file, click the Actions icon and select Delete.

   You are prompted to confirm the deletion.

7. To close the Attachments window, click Cancel.

Viewing the Overall Workflow for an Application

Use the list view on the Workflow page to view all of the workflow tasks that a human must perform for a specific permit or planning application. This list does not include system tasks such as updating the application status and sending automated notifications.

The list includes completed, in progress, and not started steps. Showing all of these steps together provides a big-picture view of the process. However, some steps that are not yet started might not be applicable depending on the workflow path.

Note: Unlike the two-panel view, the list view is visible to registered public users who access information for their application. The list view is read-only, so public users are never able to update tasks.

To use the list view:

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the row for the permit or planning application you want to view.

3. Use the navigation links in the left frame to select Workflow.

4. Click the Show List View icon.

5. Review the task list.

   The task list displays:

   • The Task Name and Status.

   • The Last Updated Date.

   • The Days Taken, which represents the number of days elapsed while the task is in progress.

     The value is the number of days so far for an in progress task, or the total days from start to finish for a completed task. This field is blank for tasks that have not started.

   • Comments, which displays the two most recent comments.

     For each comment, this column displays the creation date and time, the creator, and the comment text. Lengthy comment text is truncated.

6. To review task history, click a specific task to open the Task Details page.

   This page lists the dates that the task was updated along with the task status on that date, the number of days taken as of that date, and all comments that were added on that date.

7. Close the Task Details page to return to the workflow list view.

Altering Workflow

If needed, supervisors or administrators can change the workflow for a transaction type manually. This enables you to change the workflow step in the case of system outage, user error, and so on

To alter workflow:

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the row for the permit or planning application you want to view.

3. Use the navigation links in the left frame to select Workflow.

4. Click the Alter Workflow button.

5. On the Alter Workflow make these changes:

   • New Workflow Activity Name: Select the desired workflow step.

   • Update Transaction Status: Select the proper status for the workflow step.

   • Comments: It is recommended to note who made the change and describe the circumstances requiring the manual intervention.

   Note: Click View Workflow, if you need to review the steps and swimlanes in the underlying workflow process diagram as defined in OIC. This displays an image of the entire workflow process diagram you can view.

6. Click Save.

   Note: If the alter request is not successful, supervisors have the option to retry the alter request and try again.

A workflow process definition may contain one or more parallel tasks. Parallel tasks:

• Do not depend on each other to be completed.

• Can be completed simultaneously.

In the case of parallel tasks, the Alter Workflow tab displays each applicable parallel task for you to alter the workflow status accordingly for each.

For example, if a workflow process for a given transaction, requires a Plan Approval and a Structural Approval to occur in parallel, then the Alter Workflow tab will display those two tasks together.

This example illustrates a workflow process definition with parallel tasks.

This example illustrates the Alter Workflow tab displaying parallel tasks.

Managing Tasks

The Task Management page enables you to review both workflow and non-workflow tasks and to reassign tasks (including claiming a task for yourself).

Application-related tasks include workflow tasks related to the transactions your agency is processing. For example, tasks can be associated with:

• permit lifecycle

• inspections

• plan reviews

• planning application lifecycle

Reviewing and Managing Tasks

1. On the agency springboard, select the My Workflow tile.

2. On the Task Management page, select the tab that lists the tasks that you want to review:

   Task Tab	Description	Available Actions
   My Plan Reviews	Lists plan reviews that are assigned to you in ascending order by due date.	None
   My Workflow	Lists tasks that are assigned to you.	Release Reassign
   Group Workflow	Lists workflow tasks that are assigned to a group to which you belong. Non-workflow tasks (plan review tasks and inspection tasks) do not appear here. Tasks on the Group Tasks tab are not assigned to individual group members. So this list functions as a group work queue from which individuals can claim specific workflow tasks. When a task is claimed, it is assigned to the individual and no longer appear in the list of group tasks.	Claim Reassign
   All Workflow	Lists all tasks assigned to groups to which you belong, including tasks that are assigned to you and to other group members.	Claim Reassign

3. Use the search, filter, and sort options to refine the list of tasks as needed.

4. Use these fields to review task information:

   Page Element	Description
   Task Type	Identifies the nature of the task to be performed. Values include: Inspection Plan Review Workflow The Workflow task type represents overall transaction workflow.
   Transaction	Displays the transaction type number. For example, in the case of a permit, it displays the permit number and permit type for the associated permit.
   Tasks	Displays a task name and identifier that depend on the task type: For workflow tasks, the workflow process name and task ID appear. The task ID is for the specific instance of the task. For inspection tasks, the inspection name and ID appear. For plan review tasks, the plan review name and cycle count appear.
   Status	Displays the task status. Different types of tasks can have different statuses. For example, inspection tasks can have the status Scheduled, which is not applicable to permit workflow tasks.
   Assignment	Displays the date that the task assignment was last updated and to whom the task is assigned.
   >	Click to access details for the transaction to which the task is related. The page that appears depends on the type of task. For example, clicking the button for a permit workflow takes you to the Workflow page in the permit details.

5. To update the task assignment, select one of these options from the task’s Actions menu:

   • Claim assigns the task to yourself. This action is available only for tasks that are currently assigned to a group. Once a task is claimed, it appears under the tab you find your tasks, such as My Workflow.

   • Release removes the assignment without assigning a new owner. The task will now appear on the Group Task list until it is claimed or reassigned.

   • Reassign opens the Reassign Task page, where you can select a new assignee.

Reassigning a Workflow Task

To assign a task to someone else, use the Reassign action.

Note: Only supervisors can reassign tasks. For example, agency staff members with the role PSC Permits Supervisor can reassign tasks, however, agency staff members with the role PSC Permits Technician cannot.

To reassign a workflow task:

1. On the agency springboard, click the My Workflow tile.

2. Locate the workflow task on either the My Workflow list, the Group Workflow list, or the All Workflow list.

   Use the search, filter, and sort options to help you refine the task list.

3. Click the Actions icon, and then select Reassign.

   The Reassign Task page appears.

4. Confirm that the Search By value is User.

5. Enter your search criteria, then click Search.

   You can search by Keyword, First Name, Last Name, and Email.

6. Locate the desired assignee in your search results, then click the Select button for that assignee.

   The system prompts you to confirm the assignment, then reassigns the workflow task and returns you to the task list.

Adding Contacts to Applications

This topic discusses how to add contacts to an application. Users can add contacts to a permit or planning application after submittal.

Adding Contacts to an Application

The Contacts page displays the applicant details entered at the time of creating the transaction and allows you to add additional contacts to be associated with the transaction. Additional Contacts can be:

• Add from Registered Contacts: You just select a contact already registered in the system and include in the transaction .

• Add Brand New Contact Manually: You create a new contact by entering all the contact details and then include in the transaction .

Note: Applicants can add additional contacts at the time of filling the transaction application.

1. Select Permits or Planning Applications. Select Transactions and then select a Submitted transaction row.

   Select Permit Information or Planning Application Information and select Contacts. The Contacts page displays the applicant information in the top section and Additional Contacts option in the bottom section.

   You can make changes to the following fields for the applicant information and save the record:

   Salutation, Suffix, Country, Address fields, State, County, City, Zip Code, Phone, and Email.

   Note: The address fields are unavailable for entry by default. To enable these fields for entry, click the Don’t know link or enter a zip code.

2. Click Add New Contact to open the Contact Details page and include a new contact. The Contact Details page lists all the registered contacts. The Create New Contact button below the Contacts grid allows you to create a new contact and include it in the transaction.

   • To add a registered contact, select a contact from the Registered Contact list. A modal window opens, allowing to select the Contact Type and the Primary flag.

     Page Element	Description
     Select Contact Type	Use the look up to view all the contact types and their description and then select the contact type for the transaction.
     Is This Primary Contact	Turn on the switch if you want to make the selected contact person as the primary contact. If you make this contact person as the primary contact, then if there is any earlier contact assigned as Primary, it will automatically change to non primary contact.

     Click OK to save the record and return to the Contacts page, which lists your newly added registered contact.

   • To create a brand new contact, click Create New Contact and manually enter all contact details.

3. Update the additional contacts by clicking the Details button on a contact from the Additional Contacts list.

   • For registered contacts, the following fields are not available for edit: First Name, Middle Name, Last Name, and Business.

   • For newly created contacts, all the fields are available for edit.

4. Click Save to save the contact and return to the Contacts page, which lists your contacts.

Applying Conditions to Applications

This topic describes how your Public Sector Community Development service allows you to view, update, apply, and resolve conditions on an application such as a permit or a planning application.

Viewing and Updating Conditions

The Conditions page lists all the conditions applied to the selected transaction (such as a permit or a planning application), sorted by the applied ones at the top followed by the resolved ones. The Condition Indicator at the top displays the most severe condition having a high priority. A link – All Conditions allows you to view all the active conditions applied, their severity, applied date, and the display message.

Note: The condition indicator is available on all pages across transactions and appears if one or more active conditions are applied. A condition is active until it is changed to Resolved.

1. Select Permits or Planning Applications and select a transaction row. On the Permit or Planning Application .page, select Conditions under Permit or Planning Application Information.

   The Conditions page lists all the conditions applied to the transaction .

   This example illustrates the Conditions page.

   

2. Select a condition and click the View More Detail button to open the Condition Details page and view the details of the condition. For a detailed description of all the fields, see the next section..

3. You can also edit the values and click Save to update the condition.

Applying a Condition to a Transaction

You apply conditions to transactions on the Apply Condition page.

1. Select Permits or Planning Applications and select a transaction row. On the Permit or Planning Application .page, select Conditions under Permit or Planning Application Information. Select Apply Condition.

2. On the Condition Details page, enter values for the following fields:

   Page Element	Description
   Condition Name	Select a condition from a list of conditions that are enabled in setup.
   Severity	Displays the level of severity as defined while setting up the condition: At the most severe level, the Lock condition suspends all operations, including workflow advancing, payment processing, inspection scheduling, and inspection results.
   Severity	Agency staff can select which rules to apply to conditions with this level of severity.
   Severity	This level functions as an alert and has no effect on operations.
   Business Rules	Select one or more business rules. Options are: Prevent New (applicable to a parcel) Prevent Workflow Advancing Prevent Issue or Final Restrict Payment Prevent Inspection Schedule Prevent Inspection Result Note: The business rules available for selection are based on the severity of the condition you have selected. For example, for a condition whose severity is Hold you must select at least one business rule, and for a condition with Lock severity, all the business rules are automatically applied. For more details on the business rules, see Setting Up Conditions.
   Additional Information	Enter additional information regarding the condition applied to the transaction.
   Display Message	Displays the message on the Conditions list page as well as on the condition indicator at the top of the page, when you click the All Conditions link.
   Priority	Select a priority from options High, Medium, and Low.
   Description	Displays the description as entered while setting up the condition. You can change the text here and the condition description is updated when you save the condition.
   Applied By	Displays in view mode, the name of the user who applied the condition, or as System if the condition is inherited.
   Applied Date	Displays in view mode, the date on which the condition was applied.

3. Click Save to save the condition and return to the Conditions page.

Resolving a Condition

You can resolve a condition that you applied to a transaction.

1. Select Permits or Planning Applications and select a transaction row. On the Permit or Planning Application .page, select Conditions under Permit or Planning Application Information.

   Select the condition that you want to resolve and click the Resolve button to open the Resolve Condition page.

2. Enter a resolution text in the Resolution Action field and click Save. The resolution is applied and the resolved condition is listed at the bottom of the condition list.

   Note: If you resolve a condition, the condition applied to the transaction alone is resolved. The resolution has no effect on the condition that is applied to any other transactions associated with the parcel on which the condition was applied initially.

Viewing a Resolved Condition

You can view the details of a resolved condition on the Condition Details page.

1. Select Permits or Planning Applications and select a transaction row. On the Permit or Planning Application .page, select Conditions under Permit or Planning Application Information.

2. Select a row with a status of Resolved and click View Details.

3. The Conditions Details page opens to display the details of the condition at the top, followed by an additional information about its resolution:

   • Applied By

   • Resolution Action

   • Resolved By

   • Resolved Date

4. Click Cancel to return to the Conditions page.

Working with Attachments

You view a list of files and upload or download documents associated with a transaction, such as a permit, planning application, or case, on the Attachments page.

Attachments provide supporting documentation needed by agency staff when processing transactions.

You can manage attachments associated with a transaction on different pages in Oracle Public Sector Community Development. Here’s a look at some of the areas that include attachment functionality:

• The Attachments page in the transaction detail pages, including pages for permits, planning applications, and cases.

• The Workflow page in the transaction detail pages.

• Inspection Detail and Checklist pages in Oracle Inspector.

Recipients of transaction communications containing web forms can upload files when requested. You can also manage documents as part of the plan review process.

These are all sources of attachments that you’ll find associated with a transaction on the Attachments page.

For more information about managing attachments for a workflow task, see Using Workflow.

For more information about attachments in Oracle Inspector, see Oracle Inspector Overview for Permits.

Viewing Attachments

To view a list of attachments:

1. Access the detail page for the transaction where you want to view attachments.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. On the Attachment page, view the list of attachments.

   For permits, the attachments are displayed on two tabs. The Permits tab displays attachments added through the Attachments page. The All tab displays attachments added from all sources, including the Attachments page, the Workflow page, Oracle Inspector, plan reviews, and web form responses.

   Page Element	Description
   File Name	View the following information in the Filename field: Icon indicating the file type Filename with file type extension File Size
   Description	View the description of the attachment as entered by the person who added the attachment.
   Source	View the source of the attached file. Valid values are: Permits Inspection Workflow Plan Reviews Attachments that are added to electronic plan reviews have their source changed from Permits to Plan Reviews. For example, attachments added through Oracle Inspector display Inspection in this field. Attachments added to web form questionnaire responses display Permits in this field. Note: This column appears only on the All tab for permits.
   Uploaded By	View the name of the person who uploaded the file along with the date and time that the person uploaded the file.
   Category	View the document category for the attachment. The category is available when a document group is specified during setup for the transaction type. Note: This field in not available for case attachments.
   Actions	Click the actions icon to select and perform an action: View Details Download Delete Note: For permits, the Delete action appears only on the Permits tab. Additionally, the security associated with your user ID may limit which actions are available to you.

4. Click the Sort By to view attachments grouped by these fields: file name, file size, uploaded by, uploaded on, description, category, and subcategory.

5. To find a specific attachment, you can enter values in the search field.

Adding Attachments

You upload files to the Attachments page using the Add Attachments page. For permits, you use the Permits tab of the Attachments page.

To add attachments:

1. Access the detail page for the transaction where you want to add attachments.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. Click the Add icon.

   Note: For permits, this icon appears only on the Permits tab.

4. Select the file to upload in the browser dialog box and click Open.

   The filename appears on the Add Attachments page.

5. On the Add Attachments page, optionally enter a description of the file.

6. If the Category and Subcategory fields appear on the Add Attachment page, optionally select a document category and subcategory.

   These fields appear if the transaction type is associated with a document group. The document group defines the available values in these fields.

   For more information, see the implementation documentation for Setting Up Document Categories and Subcategories.

   Note: The document group for a transaction is based on the document group that was defined for the transaction type at the time the transaction is saved.
   Note: Document category and subcategory are not applicable to case attachments.

7. Click the Upload button.

   The Add Attachment window closes, and the newly uploaded attachment appears on the Attachments page.

Viewing Attachment Details

To view document details on the Attachments details page:

1. Access the detail page for the transaction where you want to view attachment details.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. In the attachments grid, click the Action icon for the document that you want to view.

4. Select View Details to open the document details page.

   The details on this page include the information from the Attachments page and information about the file size and the person who last updated the document information.

   Editable fields include the description and, if available, the document category and subcategory.

Downloading Attachments

To download an attachment from the Attachments page:

1. Access the detail page for the transaction where you want to download attachments.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. In the attachments grid, click the Action icon for the document you want to download.

4. Select Download and save to the location of your choice.

Deleting Attachments

There are multiple ways to delete attachments. The security associated with your user ID determines whether you can delete attachments.

Note: For permits, you can delete attachments only from the Permits tab of the Attachments page.

To delete selected attachments from the Attachments page:

1. Access the detail page for the transaction where you want to delete attachments.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. Click the Edit icon above the grid.

4. Select one or more documents to delete.

5. Click the Delete icon.

To delete a single attachments from the Attachments page:

1. Access the detail page for the transaction where you want to delete attachments.

2. Click the Attachments link in the left panel to view the Attachments page.

   You may need to expand the section that includes the Attachments link.

3. In the attachments grid, click the Action icon for the document you want to delete.

4. Select Delete from the action menu.

Working with Comments

This topic discusses how to use comments. You can view, edit, and add comments on the Comments page for a transaction, case, or incident.

Adding Comments

You view, edit, and add new comments on the Comments page. Three categories of comments are available for use:

• Favorite comments: Mark comments you use regularly as your favorite and access them easily on the Favorite comments tab

• Standard comments: Select and post a comment from a list of pre-defined comments on the Standard comments tab.

• Recent comments: Select and post comments from a list of recently posted comments on the Recent comments tab.

Viewing and Editing Comments

1. Select Permits, Planning Applications, or Worklist on the Agency Springboard.

   Other than worklist, cases can also be accessed from case list and incidents can be accessed from incident list on the Agency Springboard.

2. Access the detail page for the transaction, case, or incident you are working with.

3. Click the Comments link in the left panel to view the Comments page.

   You can view the list of comments and select a specific comment row to view the comment details.

4. To view the details of a comment entered earlier, click the specific comment row.

   You can edit, delete, or hide the comment from public view only if it was entered by you.

5. Click Save after making changes to the comment.

Adding a New Comment

1. Select Permits, Planning Applications, or Worklist on the Agency Springboard.

   Other than worklist, cases can also be accessed from case list and incidents can be accessed from incident list on the Agency Springboard.

2. Access the detail page for the transaction, case, or incident you are working with.

3. Click the Comments link in the left panel to view the Comments page.

4. Click the Add Comment button to open the Add Comment page and enter a new comment. You can choose to use the Rich Text Editor option for formatting your comment. See Managing Comments to enable the option of Rich Text Editor formatting.

5. Click Post to post the comment and return to the Comments page.

Adding Favorite, Standard, and Recent Comments

1. You can post a comment that is already available in the system. On the Add Comment page, click the Select Comments button to view the three categories of comments:

   • Favorite: Comments that you have marked as favorite.

   • Standard: All the predefined comments available.

   • Recent: Comments that were recently posted.

2. Select a comment and click the Insert button to post the comment.

Note: If you want to mark a standard comment as your favorite, click the * button on the comment row. The Favorite tab will add the comment to its list.Your agency administrator decides the duration for which a comment can be called Recent. The duration can be set up on the Manage Comments page.

See Managing Comments.

Working with Fees and Payments

You view and manage fees and payments associated with a submitted permit or planning application on the Fees and Payments page in the application details.

Tip: As agency staff, you can access this page on a phone as well as on a laptop or desktop computer. The layout changes based on the device you’re using.

Fees are calculated based on agency fee setup. For more information about setting up automatic fee calculations based on permit or planning application type, see Creating Decision Models for Fees.

Viewing Fees and Payments for an Application

1. Select the Permits or Planning Applications tile on the Agency Springboard.

2. Click the row for the selected application on the Transactions page.

3. Click Fees and Payments in the left panel or click the View Details link in the Fees and Payments section on the Overview page for the application.

4. On the Fees and Payments page, view a list of fees, including this information:

   Page Element	Description
   Fee Description	The description of the fee as defined when creating a fee item.
   Amount	The amount due for each fee.
   Currency	The currency in which the transaction is paid.
   Status	Canceled: Indicates the fee payment is no longer required. Pending: Indicates the fee is pending the agency's finalization. The fee may or may not become due. Hold: Indicates the fee requirement has been put on hold until an issue or condition associated with the application or a permit inspection has been resolved. Due: Indicates the current fee request is due and needs to be paid. Refund Pending: Indicates that a refund was submitted for processing and approval. Refund: Indicates the fee was reversed and a refund was issued.
   Department	The department within the agency requiring the payment.
   Assessed Date	The date the request for payment was issued.
   Payment Date	The date payment was received.
   Payment Reference	The payment reference issued for the transaction. Click the payment reference number to view the payment receipt.
   Invoice	The payment invoice number of the paid fee associated with the application. Click the invoice number link to view the payment invoice.
   Total Fees	The total amount of fees that may be applicable to the application.
   Total Payable	The amount of fees that are designated as payable. The agency may generate fees that are not due upon application submission and are therefore not payable. For example, plan review or inspection fees may be applied based on whether a plan review or inspection is required or not. Or the agency may place a due fee on hold.
   Total Paid	The amount of the total fees already collected.
   Balance Due	The remaining portion of the fees yet to be collected.

Adding Ad Hoc Fees

Using the Fees and Payments page, you can manually add fees to an application if the situation arises, such as a late fee, an unforeseen processing fee, an addition to the project request, and so on. These fees are assessed outside of the automatic fees process. That is, you calculate the amount due and manually enter the fee you want to add.

The Add Fees button is not available when the application status is Pending Payment or Pending Submittal. When the fee status changes to Due, the system sends a notification to the applicant that new fees have been assessed and are due.

To manually add a fee:

1. Click Add Fees on the Fees and Payments page. This button is only available to agency staff who have appropriate permissions.

2. On the Add Fee Item page, select the appropriate fee from the Fee Item lookup list.

3. Select a fee item.

4. Enter the fee required for the item in the Amount field.

5. Set the status of the fee in the Status drop-down list, such as Due.

6. Use the Department lookup list to select the department to collect the fee.

   The department defaults from the fee item, if specified. Otherwise, the system uses the department from the application type setup.

7. Set the appropriate date for the fee using the Assessed Date field.

8. Use the Memo field to add any additional description to help identify the nature of the newly added fee, which can help answer questions regarding why a fee was added during the application process.

9. Click Save.

Adjusting Fees

Agency staff with appropriate permissions can correct or adjust fees as needed after the application is submitted. For example, if the applicant added 6 solar panels instead of 2, the required permit fees might increase. After you update the information that was submitted during intake in the application details, you can recalculate the total fees due based on the fee schedule for the application type. The recalculation corrects the fees by either generating a new fee or changing the amount.

Here’s how you can adjust the fees for an application:

1. On the Application Details page for the application, click Edit.

2. Make changes as needed and click Done.

3. On the Fees and Payments page, click Recalculate.

The difference in fees compared to the original fee or the new fee appears as a separate line in the fee list. The fee totals for the application are also updated. If no adjustments are required, the displayed fees remain the same.

Note: Fees are also recalculated when you click the Pay button on the application detail or Transaction List pages. The applicant will see the adjusted fees in their Payment Cart.

Paying Fees

To add a payment for all fees that are due, click the Pay button. Doing so takes you to the Checkout page, where you can select the payment method.

For more information about paying fees, see the Payment Flow Overview.

Refunding Fees

Agency cashiers and permit administrators can process full refunds of permit fee items online.

Here’s how to refund fees:

1. Select one or more fee items.

   You can only select fees that have been paid.

2. Click Initiate Refund.

3. Review the fee amount and refund method.

   For debit or credit, the system issues the refund using the payment method, or the agency staff can choose to refund via check during approval. All other payments are refunded by check or other external system.

4. You must enter a refund reason before you submit the refund request.

5. Click Process Refund to reverse the fee.

After you submit the refund request, the status changes to Refund Pending and the refund moves into a queue to be approved. When you submit the request, you’ll see updated fee totals for the application. Once approved, the refunded amount appears as a new line in the list of payment items with a Refund status.

For more information about the refund approval process, see Viewing and Processing Refunds.

Viewing Project Summaries

If a permit or planning application is assigned to a project, agency staff and public users can view a summary of the project in the application details. The permit or planning application can be assigned to multiple projects.

Agencies create projects to group various applications. A project provides a summarized, consolidated view across project-related records, for example, a construction project for a residential building or commercial development. Projects can be simple or more complex, including permits and various compliance requirements through to completion.

This example illustrates the Projects summary page in the permit details, which is described in the surrounding text.

Viewing the Project Summary

As an agency employee, you can navigate to the project summary in the application details through the Agency Springboard:

1. Select Permits or Planning Applications on the Agency Springboard.

2. Click the row for a permit or planning application to access the detail.

3. Click Projects in the left navigation panel.

   Note: The Projects tab is available only when the permit is associated with a project.

4. On the Projects page, you see a summary of the project that was created by the agency staff on a master projects page.

   Page Elements	Description
   Project ID	Click the project ID link to access the projects page that was created by agency staff. The project ID is automatically generated after saving the project.
   Project Type	Review the project type. A project type is based on the nature of the project and is set up during implementation, for example, Commercial Project or Residential Project.
   Status	Review the status of the project. For example, Active, Canceled, On Hold, Inactive, or Completed.
   Address	Review the address of the project.
   Project Name	Review the name of the project.
   Project Summary	Review a summary of the project. The summary can be a long description of the project, as entered by the agency staff.
   Project Start Date and Project End Date	Review the start and end dates.
   Project Created By	Review the name of the person who created the project.

Working with Application Communications

Application-specific messages enable agency staff and applicants maintain correspondence regarding the progress of applications.

Agency users can send emails, notifications, and texts associated with a specific application on the Communication Details page. Agency staff and applicants can also use the Communication Details page to view a record of the messages associated with an application.

Sending Application Communications

1. Click Permits or Planning Applications on the Agency Springboard.

   Select an application on the Transactions page.

   Click Communications in the navigation bar.

2. On the Communication Details page, click Add.

3. On the Ad Hoc Message page, enter values for the following fields:

   Page Elements	Definition
   Channel Type	Specify what type of ad hoc message you want to send. Values are: Email: Generates an email that is sent to users. Emails and Notifications: Generates both an email and a notification with the same message. Notification: Generates a notification that appears when users click the notification icon in the application. Text: Generates a short message service (SMS) text message that is sent to users. Note: The fields that are available to define on this page vary depending on the channel type that you select.
   Visibility	Select which type of user can see this message. Values are: Account owner Agency staff only
   MIME Type (Multipurpose Internet Mail Extensions type)	Select the format of the message. Values are: HTML Text Note: This field does not appear for the Text channel type.
   Priority	Turn this switch on to display the notification at the top of the notification list. Note: This field appears only for the Emails and Notifications and Notification channel types.
   User Can Delete	Turn this switch on to enable users to delete this notification from their notification lists. Note: This field appears only for the Emails and Notifications and Notification channel types.
   Select and Insert	These fields enable you to insert variable attributes into your message. You select the field and the attribute that you want to insert in that field, and click Insert to enter a variable for that attribute. For example, if you select the Body field and the Status attribute, and click Insert, the ${Status} variable is inserted into the Message Body field of the message. When you send this message, the status of the application associated with the message is included in the body text.
   Create Web Form	Click to access the Web Form modal page where you create a questionnaire that you can insert into your message.
   Insert Web Form	Click to insert the web form questions into the body of your message along with a link that the recipient can use to access and respond to the questionnaire.
   From	Enter the email address, user ID, or phone number of the person or organization who is sending the generated message. For text messages, select the phone number of the person or organization who is sending the generated text message from the drop-down list. The available numbers come from a third-party messaging service. Note: Note: Enter email addresses for the Email and Emails and Notifications channel types, user IDs for the Alert, Emails and Notifications, and Notification channel types, and phone numbers for the Text channel type.
   To	Enter the email address, user ID, or phone number of the person or organization to whom you want to send the message. Note: Enter email addresses for emails, user IDs for notifications, and phone numbers for texts.
   Cc and Bcc	Enter the email addresses of the people or organizations that you want to receive a copy of the message. Note: These fields appear only for the Email and Emails and Notifications channel types.
   Subject	Enter a brief description of the purpose and content of the message. Note: This field does not appear for the Text channel type.
   Message Body	Enter the main body text of the message. For the Text channel type and emails and notifications with the Text MIME type, you can enter only plain, unformatted text. For the HTML MIME type, you can enter rich text, links, and images.

4. Click Send.

Communicating Using a Web Form

You can create and send emails or notifications that contain an online form with questions for the applicant or other agency staff. The correspondence contains a link that the recipient can use to access and respond to the questionnaire.

Here’s how to create a web form:

1. On the Communication Details page, click Add.

2. Enter values for the channel type, such as email or notification, visibility to send to the applicant or agency staff, and the To, From, and Subject fields.

3. Click Create Web Form.

4. For each row of the web form, enter the Question Text along with the Answer Type that you expect from the recipient for that question. You can select from these answer types:

   Answer Type	Description
   Attachment	Enables the recipient to attach one file per question. After the recipient uploads the file and submits the form, attachments are available in the web form response and on the Attachments page for the application.
   Date	Enables the recipient to answer the question using a calendar to indicate the date.
   Text	Enables the recipient to enter text in response to a question.
   Number	Enables the recipient to enter a numerical value of up to 13 digits and three decimal places.

5. Click OK to save your web form questionnaire and return to the Ad Hoc Message page. The Create Web Form button displays the number of questions included on the web form in parentheses.

6. Click Insert Web Form to insert the web form questions into the body of your message.

7. Click Send.

After you receive the communication, you click the link in the message to open the online web form and answer the questions or upload a file. After you submit the form, the response appears on the Communication Details page and attachments are also listed on the Attachments page.

Viewing Application Communications

The Communication Details page displays a list of all messages that are associated with the application, including emails, notifications, texts, and web form responses.

1. Click Permits or Planning Applications on the Agency Springboard.

   Select an application on the Transactions page.

   Click Communications in the navigation bar.

   You can view the message reference ID, date and time the message was sent, message subject, channel type, and status, such as Sent.

2. For each row on the Communication Details page you can:

   • Click the Actions icon to resend or forward the message.

     Select the Resend action to access the message in the Message Details modal page in display-only mode. Click Resend to send the message another time to the same list of recipients.

     Select the Forward action to access the message in the Message Details modal page. Enter new recipient email addresses, update the message if necessary, and click Forward to send the updated message to the new recipients.

   • Click the View More Details button to view detailed information about the message.

Working with Ad Hoc Communications

Ad hoc communications enable agency staff to create and distribute alerts, emails, and notifications.

Agency staff can create and update ad hoc communications on the Communication Center page.

Alerts appear as text in the banner of the Agency Springboard or the landing pages for all anonymous, all registered users, or individual users. Emails are messages sent to recipients and accessed through an email client. Notifications appear when registered and signed-in users click the notification icon at the top of the page in Oracle Public Sector Community Development. Short message service (SMS) text messages are electronic messages sent to user mobile numbers over a cellular network or through an internet connection.

The Communications Center lists all of the emails and notifications that have been triggered from the system. This includes communications triggered as part of an event or action that a user or agency staff is performing, or that the agency staff is sending to the user. In-application communications associated with a particular permit or application also appear in the Communications Center.

Note: Agency staff can also create application-specific ad hoc emails, notifications, and texts on the Communication Details page in the transaction detail pages. You access the transaction through Transactions page, where you select a specific permit or planning application and select the Communications tab in the left-panel navigation. For more information, see Working with Application Communications.

Alert setup using the either the delivered PSC_GENERIC_ALERT event or the delivered ADHOC-EVENT event is also available. For step-by-step instructions for setting up alerts using the delivered events, see Defining Alerts.

Adding Ad Hoc Alerts

1. Select Communication Center in the Navigator, or click Communication Center on the Agency Springboard.

2. On the Alerts tab of the Communication Center page, click Add.

3. On the Alert Details page, enter values for the following fields:

   Page Element	Description
   Reference Name	Enter a unique name for the alert.
   Start Date Time and End Date Time	Enter the date and time when the alert starts and stops displaying.
   Enabled	Turn on the switch to activate the alert.
   To	Enter a value for the target recipients of the alert: Individual Registered Users Enter comma-separated user IDs for the registered users, for example, SYSTEM_ADMIN,BUSINESS_ANALYST. All Registered Users Enter this attribute: ${User}. The application displays the alert when the registered user logs in. All Anonymous Users Enter this attribute: ${Anonymous}. A Combination of Users Enter a string including comma-separated user IDs for the registered users, ${User} for all registered users, and ${Anonymous} for all anonymous users.
   Message Body	Enter the main body of the alert using plain, unformatted text.
   Select and Insert	These fields enable you to insert variable attributes into your message. You select the field and the attribute that you want to insert in that field, and click Insert to enter a variable for that attribute. For example, if you select the Body field and the Current Date attribute, and click Insert, the ${Current Date} variable is inserted into the Message Body field of the alert. When the application displays this alert, the current date is included in the body text.
   Remarks	Enter any reference information for agency use. These remarks are not included in the displayed alert.

4. Click Save.

Modifying Ad Hoc Alerts

1. Select Communication Center in the Navigator, or click Communication Center on the Agency Springboard.

2. Select an alert on the Alerts tab of the Communication Center page.

3. On the Alert Details page you can update the alert field values.

4. Click Save.

Deleting Ad Hoc Alerts

1. Select Communication Center in the Navigator, or click Communication Center on the Agency Springboard.

2. On the Alerts tab of the Communication Center page click Edit.

3. Select the check boxes next to the alerts that you want to delete.

4. Click Delete. You will be prompted to confirm the permanent deletion.

Sending Ad Hoc Emails, Notifications, and Texts

1. Select Communication Center in the Navigator, or click Communication Center on the Agency Springboard.

2. On the Emails, Notifications, and Texts tab of the Communication Center page, click Add.

3. On the Message Details page, enter values for the following fields:

   Page Elements	Definition
   Channel Type	Specify what type of ad hoc message you want to send. Values are: Email: Generates an email that is sent to users. Emails and Notifications: Generates both an email and a notification with the same message. Notification: Generates a notification that appears when users click the Notifications button in the header at the top of the page in the application. Text: Generates a short message service (SMS) text message that is sent to users. You can’t change the sent number because it’s coming from a third-party service. Note: The fields that are available to define on this page vary depending on the channel type that you select.
   Visibility	Select which type of user can see this message. Values are: Account owner Agency staff only
   MIME Type (Multipurpose Internet Mail Extensions type)	Select the format of the message. Values are: HTML Text Note: This field does not appear for the Text channel type.
   Priority	Turn this switch on to display the notification at the top of the notification list. Note: This field appears only for the Emails and Notifications and Notification channel types.
   User Can Delete	Turn this switch on to enable users to delete this notification from their notification lists. Note: This field appears only for the Emails and Notifications and Notification channel types.
   Reference	Enter a unique alphanumeric reference for the communication.
   Select and Insert	These fields enable you to insert variable attributes into your message. You select the field and the attribute that you want to insert in that field, and click Insert to enter a variable for that attribute. For example, if you select the Body field and the Current Date attribute, and click Insert, the ${Current Date} variable is inserted into the Message Body field of the alert. When the application displays this alert, the current date is included in the body text.
   From	Enter the email address, user ID, or phone number of the person or organization who is sending the generated message. For text messages, select the phone number of the person or organization who is sending the generated text message from the drop-down list. The available numbers come from a third-party messaging service. Note: Enter email addresses in the Email Attributes section for the Email and Emails and Notifications channel types; user IDs in the Notification Attributes section for the Alert, Emails and Notifications, and Notification channel types; and phone numbers in the Compose section for the Text channel type.
   To	Enter a value for the target recipients of the message. For notifications, enter comma-separated user IDs for the registered users, for example, SYSTEM_ADMIN,BUSINESS_ANALYST. For emails, enter comma-separated email addresses for the recipients, for example, [e-mail].
   Cc and Bcc	Enter the email addresses of the people or organizations that you want to receive a copy or a blind copy of the message. Note: These fields appear only for the Email and Emails and Notifications channel types.
   Subject	Enter a brief description of the purpose and content of the message. Note: This field does not appear for the Text channel type.
   Message Body	Enter the main body text of the message. For the Text channel type and emails and notifications with the Text MIME type, you can enter only plain, unformatted text. For the HTML MIME type, you can enter rich text, links, and images.

4. Click Send.

Viewing Ad Hoc Emails, Notifications, and Texts

1. Select Communication Center on the Agency Springboard.

2. For each row on the Emails, Notifications, and Texts tab of the Communication Center page you can:

   • Click the Actions icon to resend or forward the message.

     Select the Resend action to access the message in the Message Details modal page in display-only mode. Click Resend to send the message another time to the same list of recipients.

     Select the Forward action to access the message in the Message Details modal page. Enter new recipients, update the message if necessary, and click Forward to send the updated message to the new recipients.

   • Click the View More Details button to view detailed information about the message.

Viewing Application Status History

You can view the history of application status changes on the Status History page in the application details.

Whenever the status changes for a transaction, the change is recorded and viewable in the details for the application. The status history is display-only.

This example illustrates the Status History page, which is described in the following text.

Reviewing the Status History

1. Select Permits or Planning Applications on the Agency Springboard.

2. Click the row for a permit or planning application to access the detail.

3. Click the Additional Information menu item in the left panel.

4. Click the Status History link to view the Status History page for the permit or planning application.

   Page Element	Description
   Status	Displays all of the transaction statuses that have been applied to the application. For a list of transaction statuses, see Setting Up Transaction Statuses.
   Updated By	Displays the name of the person who performed the action that updated the status in the system.
   Updated Date	Displays the date when the status changed for the application. The dates are displayed by the first to latest status.
   Reason	Displays the justification for withdrawing an in-progress application or for canceling a pending application. A reason is required when the agency staff withdraws or cancels an application.

Working with Related Transactions

Applicants and agency users can link their permit or planning applications to other transactions using the Related Transactions page. You can establish relationship between transactions and then perform actions such as viewing the related transaction applications and managing comments.

Adding a Related Transaction

As an applicant, you can establish links only from your permit or planning application. Agency staff can however add related transactions for any permit or planning application.

To link a permit or planning application to a transaction:

1. Select the Permit or Planning Application tile on the Agency Springboard.

2. On the Transactions page select the permit or planning application for which you want to link a transaction.

3. Click the Related Transactions link in the left panel to open the Related Transactions page.

4. Click the Link Transaction button to open the Link Transaction page, which lists the applications you can link – along with the status and description of the transaction.

5. Select all the desired applications using the check box and click the Add Selected button to establish a link between the transaction applications.

   The Related Transactions page for each of the newly linked transaction now lists the new transaction row with a link to access the linked related transaction application.

Removing a Related Transaction Link

As an applicant you can remove the link between related transactions from your own permit or planning application. Agency staff have access to all permit and planning applications to remove related transaction links.

To remove an application link:

1. Select the Permit or Planning Application tile on the Agency Springboard.

2. On the Transactions page select the permit or planning application from which you want to remove the application link.

3. Click the Related Transactions link in the left panel to open the Related Transactions page.

4. Click the Delete icon on the related transaction row you want to delete. The Related Transactions page refreshes to list the remaining related transaction rows.