5Setting Up Business Licenses

Setting Up Business License Types

Define the types of business licenses supported by an agency, including consultations. You add a business license type and associate workflow process definitions on the Business License Type definition page.

Before you can create an application form, you must first create a business license type on the Business License Type definition page. The type defines attributes that will be available on the business license application.

Adding Business License Type Definitions

1. Select Business License Setup > Business License Type > Business Licenses.

2. Click Add.

3. Let’s take a look at the fields for defining a business license type:

   Page Element	Description
   Classification	Displays the type of business license. The classification for this page indicates that this type is associated with a business license application.
   Subclassification	Displays the subclassification. If you would like to create a consultation type, select Consultation from the drop-down list. The default value is Not Applicable, which indicates a standard business license application.
   Business License Type	Enter a name for the type of business license.
   Business License Type ID	Enter a unique alphanumeric code or short name for the business license type. Do not use special characters, including symbols or punctuation, or spaces.
   Status	Select from the following to indicate the business license type status: Preliminary: The business license type is being defined but is not available for use. Ready: The business license type is enabled for immediate use. Note: The application setup must be published in the intake form designer prior to setting the business license status to Ready. Void: The business license type is no longer available.
   Autonumber Rule	Select the autonumbering rule to increment numbers for business license applications. For more information, see Setting Up Autonumbering.
   Valid from Date and Valid to Date	Enter a range of dates when this business license type is valid. The default from date is the current date. The default end date is Open. You can update these dates as needed.
   Public User Enabled	Select from the following to indicate whether this business license type is enabled for public users: Enabled for all users Enabled for registered users Not enabled for public users (default) For a newly created application type, this is always set to Not enabled for public users. When you are ready to publish the new application form, update this value. See Publishing Intake Forms.
   Application Group	Select an application transaction group that you want to associate with the business license type. For more information, see Setting Up Transaction Groups.
   Category	Select a transaction category that you want to associate with the business license type. For more information, see Setting Up Transaction Categories.
   Subcategory	Select a transaction subcategory that you want to associate with the business license type. For more information, see Setting Up Transaction Subcategories.
   NAICS Group	Select a group of North American Industry Classification System (NAICS) codes for the business license type. The NAICS group associated with the business license type determines which NAICS codes are available to select when applying for a business license. For more information, see Setting Up NAICS Groups. Note: If you don’t select a value in this field, applicants using this business license type can select any NAICS code that is added and enabled for any NAICS group.
   Document Group	Select a document group to manage attachments for the business license type. When you specify a document group, document attachments can be classified into categories and subcategories during the application process and when you upload files. Then you can see the category for a document on the attachments page in the application details. For more information, see Setting Up Document Groups.
   Fee Schedule	Select a fee schedule that you want to associate with the business license type. A department is required when you enter a fee schedule ID. For more information, see Setting Up Fee Schedules.
   Bill Type	Select a bill type to associate with the business license type. The billing type identifies the type of invoice that can be generated from the record. The bill type is required. For more information, see Setting Up Bill Types.
   Department	Select a department that you want to associate with the business license type. A department is required if you add a Fee Schedule ID to the business license type. If a department is specified on the Fee Item setup page, the fee item department overrides the department specified here on the business license type. For more information, see Setting Up Departments.
   Terms of Use ID	Select a terms of use definition to associate with the business license type. The available values for business licenses are determined by the usage on the terms of use ID. For more information, see Setting Up Terms of Use.
   Description	Enter a user-facing description of the business license type. On the Apply page, this description appears under the application type name. The description helps public users understand the purpose of the application type.
   URL	Enter a URL for a web page that gives public users more information about the business license type. If you enter a URL, then a Learn More link appears at the end of the application type description on the Apply page. The user clicks this link to open the specified URL. If you leave this field blank, the Learn More link is not visible on the Apply page.

Associating a Business License Certificate

First, your agency sets up the certificate template in the reports catalog, then associates the report ID with the business license type in the Certificate section. You can generate the certificate for this type of business license from the business license overview page when the license is issued.

Page Element	Description
Allow Public User to View	Turn on the switch to allow public users to view the issued business license certificate, which is accessed from the business license summary on the Overview page.
Report ID	Enter the report ID for the business license certificate template associated with this business license type. Use the delivered business license certificate report or configure your own. See Setting Up Reports.

For information about viewing the business license certificate, see Viewing the Business License.

Setting Up Business License Expiration

Associate expiration rules with the business license type in the Expiration section.

Enter the expiration group that defines the expiration rules for this business license type in the Expiration Group field. Expiration rules determine the expiration dates for different phases of the business license lifecycle. For more information about business license expiration, see Setting Up Business License Expiration Rules.

Setting Up Workflow for Business Licenses

You set up a workflow for the application when you define the business license type. Before you begin, you must define a workflow for the application using the Oracle Autonomous Integration Cloud (OIC).

For more information about setting up workflows, see Setting Up Process Definitions for Workflow.

You’ll see the workflow setup fields for applications in the Application column.

Page Element	Description
Space Name	Enter the space where the workflow process application is stored. You can group related applications in a space as well as enable users to collaborate when developing applications.
Application ID	Enter the name of the workflow process application in OIC. For more information, see Creating and Managing Applications.
Version	Enter the version of the workflow process application.
Process Definition	Enter the name of the workflow process definition that applies to this particular business license.

Note: Different business license types can utilize the same workflow definition.

Cloning Business License Types

Click the Clone button to create a clone of the current business license type, which you can then use to create a different business license or to create a different version of the current business license.

For more information on cloning transaction types, see Cloning Transaction Type Definitions.

Designing Intake Forms

After you’ve entered the appropriate initial information for the business license type, you can then begin to design the intake form that end users will use to submit an online application for a business license. You create an intake form using the designer. You access the designer by clicking the Design Form button.

For more information on designing intake forms, see Using the Intake Form Designer.

Setting Up Business License Display Groups

Use the Display Group setup pages to display groups of business licenses on your agency’s landing page, where you start an application.

A display group identifies a meaningful grouping of business license types displayed as a list on the Apply page. The list appears as the business licenses that agency staff or a guest can select to initiate the application process.

For more information about how the Apply page looks and is used, see Choosing an Application Type.

Before setting up business license display groups, you must set up the types of business licenses your agency offers. See Setting Up Business License Types.

Adding Business License Display Groups

1. Select Business License Setup > Business License Display Group.

2. On the Business License Display Group page, click Add to add a new group.

3. On the Business License Display Group Details page, enter values for the following:

   Page Element	Description
   Display Group ID	Enter a business license display group name.
   Display Group	Enter a name for the display group that appears on the Apply page for guests and agency staff.
   Description	Enter a description of the display group that appears on the Apply page for guests and agency staff.
   URL	Enter a URL that agency staff can use to access additional information. This page is the only place that the URL appears, so it is not available to guests.
   Applicable Classification	Select the check box for the applications to which this display group applies. Choose from these options: Business Licenses Permits Planning and Zoning This option determines whether a display group type is shown on the Apply page for public users. A display group can be included with more than one classification.

4. Verify that the Enabled switch is turned on. The switch is turned on by default for new display groups.

5. In the Display Group Lines section, click Add to set up a line on the Display Group Line Details page. The display group lines are transaction types that make up the list in the new display group.

   Note: A mix of different transaction types can be added to a display group. For example, you can add a planning application transaction type to a permit application display group and the other way around.

   Page Element	Description
   Display Order	Enter a numerical value in this field to specify the order in which you want the business license types to be displayed, if desired. The default value is 0 and upon saving, the system automatically assigns the next value.
   Transaction Type ID	Select an existing transaction type ID. The description for the ID you enter here will appear in the Transaction Type field.
   Transaction type information	Review the attribute information for the business license type to verify you have selected the correct transaction type ID: Transaction Type Classification Application Group Category Subcategory For more information about transaction type attributes, see Setting Up Business License Types.

6. On the Business License Display Group Details page, click Save.

Modifying Business License Display Groups and Lines

You can modify the display groups and the business licenses in the list on the Business License Display Group Details and Display Group Line Details pages, respectively.

1. Select Business License Setup > Business License Display Group.

2. On the Business License Display Group page, select the row for the business license group that you want to modify.

3. On the Business License Display Group Details page, you can:

   • Modify the group name and description. You can’t change the Display Group ID.

   • Turn the Enabled switch on or off to enable or disable the display group.

4. If you made any changes, click Save.

5. To modify the display group lines (the list of business licenses in a display group), select the row for the business license group that you want to modify on the Business License Display Group page.

6. On the Business License Display Group Details page, select a display group line in the Display Group Lines grid.

7. On the Display Group Line Details page, you can change the values in these fields:

   1. Update the Display Order field to change the order in which the lines appear.

   2. Update the Transaction Type ID field with another existing business license type ID.

8. If you made any changes, click Save.

Deleting Business License Display Groups and Lines

1. Select Business License Setup > Business License Display Group.

2. On the Business License Display Group page, select the row for the business license group that you want to delete.

3. If you want to delete the display group, click Delete on the Business License Display Group Details page.

4. If you want to delete multiple display groups, you can delete them from the Business License Display Group page:

   1. Click Edit.

   2. Select the check boxes for the display groups to delete.

   3. Click Delete.

5. To delete a display group line, go to the Business License Display Group Details page and select a display group line in the Display Group Lines grid.

6. On the Display Group Line Details page, click Delete.

7. If you want to delete multiple display group lines, you can delete them from the Business License Display Group Details page:

   1. Click Edit.

   2. Select the check boxes for the display group line rows to delete.

   3. Click Delete.

Setting Up Business License Expiration Rules

You can set up expiration rules for business licenses and consultations that will be associated with the business license types your agency offers.

You can set up expiration rules for business licenses to define:

• When an inactive pending application expires.

• When the business license expires based on either a fixed date or when the license was issued.

For business license consultations, you can set up rules to define when an inactive pending application expires or when the consultation recommendations expire. As you set up the expiration rules, keep in mind the type of business license the rules are for.

First, you define the rules in an effective-dated group. After setting up the expiration rules, you add the rules group ID to the business license type definition and periodically run batch rules processing to update the expiration statuses. Oracle recommends that you schedule expiration rule processing to run daily.

Setting Up Expiration Rule Groups

Here’s how to set up the rule group:

1. Select Business License Setup > Business Expiration Group.

2. Select Add on the Expiration Group page.

   You enter values for these fields on the Business License Expiration Group page to define the group.

   Page Element	Description
   Expiration Group ID, Expiration Group Name, and Description	Enter an ID for the expiration group, a group name, and description.
   Subclassification	Select Not Applicable for a business license or Consultation for a business license consultation. Use Consultation if you are applying this group of rules to a business license type definition with a consultation subclassification.
   Effective Start Date and Effective End Date	Enter the range of dates when the group is effective. If you want to leave the effective dates open-ended, don’t enter a date for the end date. To see the effective date history for an expiration group, click Show All Dates. On the History Data page, you can search history by effective start date or click Add to add new effective-dated rules for an expiration group.
   Show All Dates	Click to access the effective-dated history of the rules definition. This button is available after you create the first rule. You can also search history by effective start date. Click Add to create a new effective-dated row for an expiration group.

3. Verify that the Enabled switch is turned on. The option is active by default for a new expiration group.

4. Create expiration rules in the Expiration Rules section.

Defining Expiration Rules

Here’s how to set up the details about the expiration rules in the group:

1. Click Add in the Expiration Rules section on the Business License Expiration Group page.

2. Select the Expiration Basis for your rules. The expiration basis is the type of expiration rule you are defining. For business licenses, you can create these rules:

   • Inactive pending application

     When the business license application is in a pending status, the applicant must submit the application before the expiration date.

     The expiration timeframe begins when the applicant saves a business license application and ends when the application is submitted.

   • License expiration - fixed date or License expiration - issued date

     You must select whether the license expiration is based on a fixed date or when the license is issued. For example, if you want to set up the license to expire every year on June 30, you select the fixed date expiration rule. You must enter the expiration interval for licenses that expire on a fixed date. You define whether the license expires monthly, quarterly, yearly, and so on. Or you can set up the rules so that the license is valid for an amount of time, such as 6 months, from the time when the license was issued.

     Both fixed date and issued date expiration rules are initiated when the business license has an Active status.

   • Consultation expiration

     This rule type is only available when the expiration group subclassification is Consultation.

     The expiration timeframe begins when the business license consultation is complete and recommendations have been made. The business owner must submit the business license application before the consultation findings expire, as defined by the rule.

3. For each expiration basis, you enter details to define the rule.

   Page Element	Description
   Expiration Period	Enter the amount of time that the user has before the expiration date. For example, the applicant must submit an application within 30 days before the application expires, or a license is valid for 1 year from when it was issued. For fixed-date expirations, enter the date the license expires.
   About to Expire	Enter when you would like a notification to appear on the application or license that shows the user how long until the application or license expires. For example, you can enter 5 days to show that a pending application expires in 5 days.
   Grace Period	Enter the amount of time the application, license, or consultation findings are valid beyond the expiration date defined in the rules. The grace period for the inactive pending application rule is the amount of time the business is allowed to submit the application after the pending application expires. For the consultation expiration rule, the grace period is the amount of additional time that the consultation findings are valid after the consultation expires. If the business renews during the grace period defined in the license expiration rule, no penalties and interest are charged.

4. Verify that the Enabled switch is turned on for each rule. The option is active by default for a new expiration rule.

5. Click Save.

Setting Up Communication Rules

You can set up communication rules to send communications when the application, license, or consultation is about to expire or expired. Agency staff and the business owner listed on the application, license, or consultation receive the notifications. Click Add in the Communication column and select About to Expire, Expired, or both, and the recurrence of the communication.

Depending on the expiration communication rules you define, you must also set up communication templates for these delivered events:

• About to expire business license – The communication event will be triggered when the inactive pending application or license is about to expire.

• Expired business license– The communication event will be triggered when the inactive pending application or license expires.

• About to expire business license consultation– The communication event will be triggered when the inactive pending consultation application or license consultation is about to expire.

• Expired business license consultation– The communication event will be triggered when the inactive pending consultation application or license consultation expires.

For more information about configuring the communication templates for the email or notification you want to send when the event occurs, see Setting Up Communication Events.

Caution: After setting up communication rules, you must periodically run batch expiration rule processing to update the About to Expire and Expired statuses. The system updates the statuses and sends out the communications according to the setup. Oracle recommends that you schedule expiration rule processing to run daily.

Associating Expiration Groups with Business License Types

After you create an expiration group, you associate the group of rules with a business license type.

1. Select Business License Setup > Business License Type > Transaction Type.

2. Click the row for the business license type.

3. On the selected Business License Type page, enter the expiration group. You can look up the expiration group by expiration group name and description.

4. Click Save.

For more information see Setting Up Business License Types.

Running the Expiration Rule Process

After setting up expiration rules and adding an expiration rule group ID to the business license type definition, you must set up expiration rule processing to periodically update the expiration statuses.

Run the process that updates transaction expiration statuses on the Process Expiration Rules page, which you access by selecting Common > Process Expiration Rules. Oracle recommends that you schedule expiration rules processing to run daily.

For information about setting up expiration rules processing, see Updating Application Expiration Status.

Setting Up Business Consultation Meetings

Consultations are the initial step in the business licensing process, and are used to allow the business owner to work with agency specialists to receive feedback prior to submitting business license applications. A consultation meeting is scheduled between the business owner and agency specialists to determine the necessary applications and approvals for the license procurement.

Configuring the Consultation Meeting

Administrators set up and manage the consultation meeting configuration on the Manage Business Consultation Configuration page.

1. Select Business License Setup > Business License Meeting Setup. Or, Select Setup and Maintenance tile on the Agency Springboard > Select Public Sector Business Licenses > Business License Application Types functional area > Manage Business License Meeting Setup task.

2. On the Manage Business Consultation Configuration page, the Consultation Meeting section allows you to set up applicant privileges. Enter values for the following fields:

   Page Element	Description
   Applicant can request	Select to allow an applicant to request a consultation meeting. Applicants can access the business consultation meetings page and schedule a meeting based on the availability of the agency staff.. See Working with Business Consultation Meetings.
   Applicant can reschedule and cancel	Select to allow an applicant to reschedule or cancel their meeting.

3. The Meeting Availability section allows you to set up the parameters for scheduling meetings, determined by:

   1. Specialist meeting schedule or

   2. Agency meeting schedule

   Specialist meeting schedule: Select to allow users to schedule meetings based on the availability of their assigned specialist.

   Note: You also need to ensure that all the specialists are assigned a consultation meeting work schedule on the Agency Staff Profile. Enter values for the following fields:

   Page Element	Description
   Meeting Duration in Hours	Select a value to set the maximum amount of time the meeting can be scheduled for. Users will see this value as the duration of the meeting, and they are not allowed to edit the field. See the section Scheduling a Consultation Meeting under Working with Business Consultation Meetings.
   Schedule after Number of Days	Select a value to set the number of days from the current date, so that users can schedule a meeting on a date available after the number of days specified here. For example, if you select a value 5 on the 10th day of this month, the calendar on the Business Consultation Meeting Request page displays the dates that are available after the 15th day of the month.
   Schedule up to Number of Days	Select a value to set the number of days that will be available for the users to select a date on the calendar for scheduling the meeting. For example, if you select a value of 90, the calendar on the Business Consultation Meeting Request page displays 90 calendar days starting from the date the user is making the selection. See the section Scheduling a Consultation Meeting under Working with Business Consultation Meetings.

   Agency meeting schedule: Select to allow users to schedule meetings based on the schedule of the agency. In addition to the fields described above, enter values for the following fields:

   Note: If you select this option, then you need not assign Consultation meeting schedule to the specialists as the Consultation meeting schedule will not be considered while determining the availability.

   Page Element	Description
   Consultation Work Schedule	Select the Agency level work schedule that needs to be considered while determining the availability for the consultation meeting.

4. The Meeting Agenda and Location section allows you to set up the agenda and the location for the consultation meeting.

   Page Element	Description
   Include Agenda	Select the check box and enter the agenda in the Meeting Agenda field.
   Include Location	Select the check box and search for the desired location of your agency using the Agency Information look up. The address of the location you select is displayed in the Meeting Location field.

   Note: Users can edit the entries for the agenda and location fields while scheduling the meeting on the Business Consultation Meeting Request page.

Setting Up NAICS Codes

Federal statistical agencies use the North American Industry Classification System (NAICS) to classify business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy.

Understanding NAICS Code Setup

NAICS codes enable an applicant to select an industry standard classification for a business when applying for a license. To set up NAICS codes for your agency:

1. Add NAICS codes on the NAICS Codes page.

2. Create subsets of NAICS codes on the NAICS Groups page.

   For more information, see Setting Up NAICS Groups.

3. Select a NAICS group for each business license type on the Business License Type page.

   The NAICS group associated with the business license type determines which NAICS codes are available to select when applying for a business license.

   For more information, see Setting Up Business License Types.

Adding NAICS Codes

1. Select Common Setup > NAICS Code.

2. On the NAICS Code page, click Add.

3. On the NAICS Code Details page, enter values for the following:

   Page Element	Description
   NAICS Code	Enter the industry classification code.
   Industry Title	Enter a short descriptive title for the NAICS code.
   Description	Enter a long description for the NAICS code.

4. Verify that the Enabled switch is turned on. The switch is turned on by default for new NAICS codes.

5. Click Save.

Modifying NAICS Codes

1. Select Common Setup > NAICS Code.

2. On the NAICS Code page, select the NAICS code that you want to modify.

3. On the NAICS Code Details page you can:

   • Edit the industry title and description.

   • Enable or disable the NAICS code using the Enabled switch.

     If you disable a NAICS code, but it’s still included in the list of enabled codes for a NAICS group, it will continue to be available to select on business license applications. You can’t add a disabled NAICS code to a NAICS group.

   • Delete the NAICS code. You will be prompted to confirm the permanent deletion.

4. Click Save.

Deleting NAICS Codes

1. Select Common Setup > NAICS Code.

2. Click Select Multiple.

3. Select the check boxes next to all the NAICS codes that you want to delete.

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

Setting Up NAICS Groups

North American Industry Classification System (NAICS) groups are subsets of NAICS codes.

The NAICS group associated with a business license type determines which NAICS codes are available to select when applying for a business license. You add, modify, and delete NAICS groups on the NAICS Group page.

Adding NAICS Groups

1. Select Common Setup > NAICS Group.

2. On the NAICS Group page, click Add.

3. On the NAICS Code Details page, enter values for the following:

   Page Element	Description
   NAICS Group ID	Enter the unique identifier for the group.
   NAICS Group	Enter a name for the group.
   Description	Enter a description for the group.

4. Turn on the Enabled switch to make the group available on other pages. The switch is turned off by default for new NAICS groups.

5. To add NAICS codes to the group:

   1. In the NAICS Code grid, click Add.

   2. Select the code that you want to add in the NAICS Code column.

      If you want to view a list of available NAICS codes, click NAICS Code to access the NAICS Code page.

   3. Turn on the Enabled switch to enable the code for the group. The switch is turned off by default for added codes.

6. Click Save.

Modifying NAICS Groups

1. Select Common Setup > NAICS Group.

2. On the NAICS Group page, select the NAICS group that you want to modify.

3. On the NAICS Group Details page you can:

   • Edit the description.

   • Enable or disable the NAICS group using the Enabled switch.

     Disabled NAICS groups can’t be selected in the prompt list for a business license type.

     Note: The enabled codes associated with a disabled group continue to be available to select for business license applications.

   • Add, delete, enable, or disable the NAICS codes associated with the group.

     A disabled code can no longer be selected for a business license application.

   • Delete the NAICS group. You will be prompted to confirm the permanent deletion.

4. Click Save.

Deleting NAICS Groups

1. Select Common Setup > NAICS Group.

2. Click Select Multiple.

3. Select the check boxes next to all the NAICS groups that you want to delete.

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