5Working with Expiration

Expiration Overview

This topic describes expiration rules, including the types of rules that can be applied to the different types of transactions and the batch process that updates expiration statuses for transactions.

Expiration Rules

Your agency defines expiration rules that determine the expiration dates for permits, planning applications, and business licenses. The expirations apply to different phases of the permit, planning application, or business license lifecycle. The system calculates expiration dates based on transaction statuses, or for business licenses with a fixed date expiration rule, a specified date. The rules can include grace periods, which provide extra time beyond the expiration date for the user to take action. The rules also can include extensions for permits and planning applications, which provide a way for you to add time to the expiration timeframe. Note that pending inactive applications can’t be extended.

For information about expiration rules, see Setting Up Business License Expiration Rules, Setting Up Permit Expiration Rules, and Setting Up Planning Application Expiration Rules.

Business License Expiration Dates

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

When an inactive pending application expires.
The expiration timeframe begins when the applicant saves a business license application and ends when the application is submitted.
When the business license expires based on either a fixed date or when the license was issued.

For example, a city requires a business license for a sidewalk café and sets up the rules like this: The business starts an application and has 30 days to submit it to the city. Then the business license is valid for 60 days from when the license was issued. Alternately, the city could set up the expiration dates to occur at regular intervals, such as monthly, quarterly, or yearly, for example.

Business License Consultation Expiration Dates

You can set up expiration rules for business license consultations to define:

When an inactive pending application expires.
The expiration timeframe begins when the applicant saves a consultation application and ends when the application is submitted.
When the consultation recommendations expire and the business must submit a business license application.

For example, the agency can require businesses to submit their application for a business license consultation within 14 days of starting the application. Once the consultation is complete, the business has another year to roll the recommendations over into a business license application.

Permit Expiration Dates

Expiration rules for permit applications define the following:

When an inactive pending application expires.
The expiration timeframe begins when the user saves an application and ends with application submission.
When the application expires.

The expiration timeframe begins when the agency accepts an application and ends when the permit is issued.

Caution: When an application expires, all plan review tasks associated with the application are canceled.
When the permit expires.

The expiration timeframe begins when the agency issues the permit and ends when the Certificate of Occupancy is issued or the permit is completed.

Caution: When a permit expires, all inspection tasks associated with the application are canceled.

For example, the rules for a permit application may be set up as follows: Require users to submit an application they started within 30 days. Then after the application has been accepted, they have another 45 days to complete requirements and get the issued permit. Once the permit is issued, the applicants must complete the all tasks including the final inspection within 180 days. The rules may provide for a grace period and one or more extensions to allow for more time.

Planning Application Expiration Dates

Expiration rules for planning applications define the following:

When an inactive pending application expires.
The expiration timeframe begins when the user starts an application and ends with application submission.
When the entitlement expires.

The expiration timeframe begins when the agency issues the completed entitlement and ends when the user submits the permit application.

This example applies specifically to planning applications: After the user submits the planning application and the agency issues an entitlement, the user must submit a permit application within 90 days. There is a grace period of 5 days, so the applicant has a total of 95 days to submit the application before the entitlement expires. The rules may provide one or more extensions to allow for more time.

Pre-Application Expiration Dates

Expiration rules for pre-applications define the following:

When an inactive pending pre-application expires.
The expiration timeframe begins when the user starts an application and ends with application submission.
When the pre-application expires.
The expiration timeframe begins when the user completes the pre-application and ends when the user starts the planning application.

An example for pre-application expiration might be like this: The applicant submits the pre-application within 30 days as specified in the expiration rules. Then the applicant completes the tasks such as meetings and required applications. Then the applicant has 120 days from the time the pre-application is complete until they submit the planning application. There may be a grace period and extensions for pre-application expiration dates.

Processing Expiration Status

You can view the latest expiration statuses in the details of an individual transaction, or in the list of transactions. To change the status to About to expire or Expired, your agency must run batch update expiration processing. Processing runs against transactions with transaction types for which an expiration rule was defined.

Here’s an example of how the processing works: An agency created a rule for solar permits that indicates pending applications expire in 30 days. The rule indicates that the permit is about to expire 5 days before the expiration date. When the pending application is inactive for 25 days, the application is about to expire, and at 30 days, the application expires. When expiration processing runs, the system updates the expiration dates for pending solar permit applications to indicate that the application is about to expire and when it expired and sends out communications based on the updated status and the rule. If the rule includes a grace period, such as 3 days, the system status changes to expired after 33 days of inactivity.

When an application expires, processing changes the system status to Expired and cancels all associated open tasks.

You must periodically run batch expiration rule processing to update the about to expire and expired statuses after setting up communication rules. The system updates the statuses and sends out the communications according to the setup.

For information about how to process expiration statuses, see Updating Application Expiration Status.

Working with Application Expiration

You can view and extend expiration dates for different types of permit and planning applications that are determined by rules set up by your agency.

You view the expiration dates on the list of transactions with permit and planning application information as well as on the individual application’s Overview page.

Viewing the Expiration Dates

Here’s how you can view expiration dates:

Select Permits or Planning Applications on the Agency Springboard.
On the Transactions list page, you see the list of permit or planning applications for the agency.
Click Sort By and select Expiration Date to view the applications sorted by expiration date. You can also use Filter By to filter the results based on expiration date.

Here’s an example of what you would see on the Transactions page: If the expiration rule is set up to show that the pending application is about to expire in 5 days due to inactivity, the expiration date displays Expires in 5 days on <date> before the application expires. When the application expires, you’ll see Expired on <date>.
To view the expiration on the Overview page of the application, click the row for the application on the Transactions list page. You’ll see the date next to the Expiration Date field and the status, such as About to expire or Expired in the Status field.

Extending Expiration Dates

Depending on the rules created for an application type, you can manually extend the deadlines for an application. When one or more extensions are possible, the Extend link is available for you to enter a new expiration date. You must have appropriate permissions associated with your role to manually extend a permit. The link is available during the period when the application is about to expire and also during the grace period.

Note: With the exception of inactive pending applications, you can manually extend the expiration dates as defined for the application type in the rules setup.

Depending on expiration rules setup, permits can also be extended automatically based on inspection activity. Both manual and automatic extensions count toward the number of extensions allowed. For information about setting up automatic extensions as well as the number of extensions allowed, see Setting Up Permit Expiration Rules.

Entering Parameters to Process Expiration Rules

Access the Parameters tab on the Process Expiration Rules page.
Select the Classification for which you are updating expiration dates: Planning and Zoning or Permits.

Scheduling the Process

Access the Schedule tab.
To immediately add the process to the queue, select the As soon as possible option.

To create a schedule for the process, select the Using a schedule option, and enter values using the following fields:

Page Element	Description
Frequency	Select how frequently you want to run the process. Values are: Once: Select to run the process one time only. Hourly or minute: Select to run the process at regular time intervals. Daily: Select to run the process at regular intervals in days. Note: Daily is the recommended option for running the expiration status update process. Weekly: Select to run the process at regular intervals in weeks. Monthly: Select to run the process on specific days of the month. Yearly: Select to run the process during specific months.
Start Date	Enter the date on which you want to begin your scheduled processing.
End Date	Enter the date on which you want to end your scheduling processing.
Hours and Minutes	Enter the time interval between scheduled processes. For example, if you enter 2 in the Hours field and 30 in the Minutes field, the process will run every 2 hours and 30 minutes beginning on the specified start date. Note: These fields are available only if you select a process frequency of Hours or Minutes.
Days	Enter the number of days between scheduled processes. For example, if you enter 3, the process will run every 3 days beginning on the specified start date. Note: This field is available only if you select a process frequency of Daily.
Weeks	Enter the number of weeks between scheduled processes. For example, if you enter 6, the process will run every 6 weeks beginning on the specified start date. Note: This field is available only if you select a process frequency of Weekly.
Repeat – By day	Select this option to run the process on specific days of the month irrespective of the date. For example, if you select the Secondand Wednesday options, the process will run on the second Wednesday of every month. You can select more than one week of the month and day of the week option. For example, you could schedule the process to run on the first and third Monday of every month. Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.
Repeat – By date	Select this option to run the process on specific dates of the month. You can select more than one date. Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.
Month	Select the months in which you want your process to run. Note: This option and its associated fields are available only if you select a process frequency of Yearly.

Setting Up Process Notifications

You can set up the process to send notifications to you and others when it runs.

Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.
Access Notification tab.
Click Add.
On the Create Notification page, enter the email address of the person you want to receive notifications.

By default, the recipient will receive a notification when the process ends with the following conditions:
- On success
- On error
- On warning
You can remove any of these process notification conditions.
Click OK to save the notification recipient.
(Optional) To delete a notification recipient, select the recipient in the Notification tab and click Delete.

Submitting the Process

Once you’ve entered your process parameters, scheduling information, and notification recipients, you’re ready to submit the process. Enter any additional information in the Submission Notes field and click Submit. Click Process Monitor to check the status of your process.