13Managing Contractor Information

Contractor License Overview

Permit and planning applications can include information about the contractors who perform the work. Agency contractor records help you validate whether contractors have licenses that are active and in good standing.

Contractor Licenses

Contractor information is stored in your main contractor records, where agency staff creates and maintains the information. Additionally, applicants who are contractors can supply contractor information in permit and planning applications. If an application includes a license number that doesn’t yet exist in your main records, submitting the application creates a new contractor record.

If you implement contractor integration, you can validate license information against your state or other external licensing body using the integration capabilities of Oracle Autonomous Integration Cloud (OIC).

Regardless of whether you integrate with an external licensing body, your contractor records include the same type of information. However, integration affects how you view and manage certain information. The following table describes these differences.

Information Type

No Integration

Integration Active

All

Agency staff manually enters or updates license information in the contractor record.

Applicants who are not contractors or authorized agents, such as homeowners, can optionally enter license numbers to retrieve information from the contractor records about the license and contractor. The same is true for agency staff who are applying on behalf of this type of applicant. The other contractor information fields such as the business name and address are not available but can be retrieved when a valid license number is entered.

Agency staff performs a real-time license number validation that retrieves license details from the licensing body. For most users, the license detail fields are read-only, and re-validation is the only way to update the information. However, system administrators are able to modify contractor information.

Applicants who enter a license number in an application can use the same validation process. The validation process checks your contractor records first, and if you don’t yet have a record of the license, the process gets information from the licensing body.

Applicants who self-identify as contractors must supply a license number. They can’t manually enter any other data because the integration process is available to retrieve the information.

Other applicants are not expected to know the license number. They can enter license numbers to retrieve information license details from the licensing body, but they can also leave the license number blank. They can’t manually enter or update data.

License status

Agency staff uses the Status field to indicate if a license is active, suspended, expired, and so forth.

Applicants can see the internal status if they bring details from your contractor records into an application. They can’t modify the status.

The license validation process retrieves a source status from the external licensing body. This status is read-only for all users, and can only be updated by re-validating the license number.

Your status mapping settings assign a default agency status based on the source status. Agency staff can update the internal status.

Your status mapping settings also specify if specific source statuses will prevent applicants from submitting applications. If the application is declined due to the source status, the applicant sees a message explaining that the application can’t be submitted. Note that the expiration date is checked regardless of status validation. If the license is expired, the application is declined regardless of the status.

License type

When integration is not enabled, the agency must create a license type for contractor licenses. Set up the license type in the contractor options.

Applicants must select this value as the license type when they enter contractor license information in an application.

Oracle recommends creating a single license type for contractors, and using license classifications to track the specific types of work that a contractor is licensed to perform.

License types are not enabled in the contractor options, and applications do not include a license type field.

Use license classifications to track the specific types of work that a contractor is licensed to perform.

Contractor Information in the Intake Form

Applicants who enter contractor license numbers in an application can use the license number to bring additional contractor information into the application. This process initially checks the data in your main contractor records. If you don’t have a record of the license number, and you integrate with an external licensing body, the process can retrieve license information from the external source.

If an applicant self-identifies as a contractor, then a license number is required. If integration is active, all other fields are read-only and can be populated only by the process of validating the license number.

Applicants who are not contractors or authorized agents, such as homeowners, can optionally enter license numbers to retrieve information about the license and contractor. The same is true for agency staff who are applying on behalf of this type of applicant. The other contractor information fields such as the business name and address are not available but can be retrieved when a valid license number is entered.

When an application that includes a license number is submitted, the system creates a new contractor record if there isn’t already a record for the specified license number.

When public users review details for submitted applications, they can see the contractor information. As with all other information in a submitted application, the contractor information is read-only.

Authorized Agents

A contractor’s authorized agents, such as employees or contractors associated with the contracting business, can submit applications on behalf of a contractor. If you include the Authorized Agent field group in an application form, the applicant can self-identify as an authorized agent. Information about self-identified agents is saved to the associated contractor record. Newly identified agents are saved with a status that shows that verification is pending. Agency staff can review the information, update the verification status, and indicate whether the authorized agent is a contractor operating under the contractor license.

Agency staff can’t add authorized agents in a contractor record. Agents are added only when they submit applications where they self-identify as agents.

Agency staff also can’t remove authorized agents from a contractor record. Instead, they mark the verification status as failed.

The list of authorized agents and associated contractors for a contractor record is informational only.

Managing Contractor Licenses

Agency staff use the main contractor licenses page to enter and maintain information about licensed contractors and their authorized agents.

Viewing Contractor Licenses

To view the summary information on the contractor list page:

  1. Select Contractor > Contractors.

  2. Review the following summary information:

    Page Element

    Description

    License

    Displays the contractor license number and its status.

    Dates

    Displays the license issue date (or reissue date, if one exists), and the license expiration date.

    Business Name

    Displays the name of the contractor business.

    Address

    Displays the address of the contractor business.

    License Last Updated

    Displays the date that the contractor record was last updated.

    Last Reviewed

    Displays the date that license information was most recently retrieved from the external licensing body. This field is relevant only if integration is active.

    Used in Application

    Displays Yes or No to indicate whether this contractor is associated with any permit or planning applications.

    When a record is created in the main contractor pages, the initial value is No. The value is Yes if an application referencing this license has been submitted.

  3. Use the three-dot Actions menu to perform these actions:

    Action

    Description

    Edit

    Select this action to access the detail page, where you can update the contractor information, including the status of the license.

    Validate

    Select to retrieve and save updated license information from an external licensing body. This action is available only when integration with the licensing body is enabled.

    Delete

    Select this action to delete the contractor record. This action is available only to system administrators and only when the contractor record hasn’t been used in any applications, as indicated by the value in the Used in Application field.

Adding Contractor Licenses

To add a contractor license:

  1. Select Contractor > Contractors.

  2. Click Add.

    The Add Contractor page displays the following the read-only information:

    Page Element

    Description

    License Source

    Identifies the system-wide contractor options that are active at the time the contractor record is created. These options including settings that determine whether integration is active and which sections of contractor data are shown on the pages that display license information.

    See Setting Up Contractor License Options.

  3. In the License Number field, enter the license number that was issued by the licensing body.

  4. If you do not integrate with an external licensing body, enter the following:

    Page Element

    Description

    License Type

    Select the license type for contractor licenses. Although your agency can create multiple license types as part of the contractor options, Oracle recommends using a single license type for contractors, and using license classifications to track the specific types of work that a contractor is licensed to perform.

    This field is not visible if you integrate with an external licensing body.

    Status

    Select the license status. Values include Active, Canceled, Expired, Suspended, Other, Revoked, and Inactive.

    This field is available even when integration is active, but the initial value is based on the status from the external licensing body and the contractor options that map licensing body statuses to internal statuses.

    When you’re setting up the status rules in the contractor license options, you can indicate which statuses allow an application to be submitted. For more information, see Setting Up Contractor License Options.

  5. If you use integration to get information from an external licensing body:

    1. Click Validate.

      This button is visible only when integration is enabled. The validation process uses the license number to retrieve additional details from the licensing body. When the process finishes successfully, it populates the rest of the fields on the page. It’s helpful to note that the Get Details button in the application intake and the transaction details also automatically fills in the contractor fields. However, this information comes from the agency’s list of contractors that have already been validated. If the contractor isn’t in the agency contractor list, and an integration is available, the contractor information comes from the external source.

    2. Confirm the license status.

      The read-only Source Status field displays the status provided by the external licensing body. This value is updated any time you re-validate the license. Your contractor options map the source status to a status that comes from the set of statuses your agency assigns to licenses. If a source status is not mapped to an agency status, the default agency status is Other.

  6. Enter, update, or review information about the business.

    You can enter or update data if you do not use integration. If integration is active, the fields are read-only.

    Business information includes these fields:

    Page Element

    Description

    Business Name

    The name of the contractor business.

    Ownership Type

    The ownership structure for the business, such as Sole Proprietor or Partnership.

    Postal Code

    The business address. The Country field displays US.

    As you enter a Postal Code, the type-ahead list shows values that include appropriate city and state combinations. After you select a value, the city and state appear as read-only fields, and two address fields appear so that you can enter the rest of the address.

    If you don’t know the postal code, click the Don’t know link to display a full set of address fields.

    Phone

    The phone number for the business.

    Issue Date

    The date that the license was originally issued.

    Reissue Date

    The date that the license was reissued after a period of inactivity.

    Expire Date

    The date that the license expired or is due to expire.

  7. Enter, update, or review additional information about the business.

    You can enter or update data if you do not use integration. If integration is active, the fields are read-only.

    Your system-wide contractor options determine what additional information is available and how it is labeled. If the agency displays all available information using the default labels, these sections appear:

    Section Name

    Description

    Classifications

    License classifications indicate the type of work that the contractor is licensed to perform.

    This grid lists a Code and a Description for each classification.

    If integration is not active and the fields are editable, selecting a code displays the associated description.

    Contractor Bond

    Contractor bond information includes the Company Name (the bond issuer), Policy Number, Amount, Effective Date, and Cancellation Date.

    Other Bonds

    Information for other bonds includes a Qualifier Name (the name of the qualifying individual on the bond) and the same fields that appear for contractor bonds.

    Workers Compensation

    Workers compensation information includes the Coverage Type (which can be Exempt), Company Name, Policy Number, Effective Date, Expiration Date, Cancellation Date, and Suspend Date.

  8. To clear all information and start fresh, click the Clear button and go back to the step where you enter a license number.

  9. Click Save.

    The Add Contractor page closes after you save.

    The next time you access the details for this contractor, the detail page displays two tabs: The License Information tab displays the information you entered when you added the contractor. The Associations tab lists any users who submitted applications where they self-identified as the contractor or as an agent for this contractor.

Modifying License Information

To modify the license information for a contractor:

  1. Select Contractor > Contractors.

  2. Locate and click the row that you want to modify.

  3. Make your updates:

    • Update the Status.

    • If integration is active, click the Validate button to retrieve the most recent contractor information and update the license detail fields.

      System administrators can update data manually even when integration is active.

    • If integration is not active, manually modify the contractor information as needed.

  4. Click Save.

Managing Authorized Agents

Authorized agents are added when an applicant self-identifies as an agent for a licensed contractor. There can be multiple applicants who self-identify as agents for the same contractor. The agent’s name and contact information are copied from the applicant’s account profile and added to the list of authorized agents in the Associations tab of the contractor record.

You can’t manually add authorized agent information for a license, but you can verify agents and update an agent’s verification status depending on the results. Only verified agents are marked as active. Agents who are pending verification or whose verification failed are marked as inactive.

To manage authorized agents for a license:

  1. Select Contractor > Contractors.

  2. Locate and select the contractor license.

  3. Click the Associations link to access the tab with authorized agent information.

  4. Review the following information:

    Page Element

    Description

    Agent

    Displays the authorized agent’s name, email, and phone.

    Business

    Displays the business name from the contractor license details.

    Type

    Displays the relationship this person has to the contractor license:

    • Authorized Agent: A person who has shown valid documentation for using this license.

    • Contractor: A person who is a contractor operating under this license.

    Address

    Displays the authorized agent’s address.

    Association

    Displays Active if the agent has been verified.

    Displays Inactive if verification is pending or the verification has failed.

  5. Click a row to access agent details.

  6. Update the Verification Status by selecting Verified, Pending verification, or Verification failed.

    The default status for an agent who submits an application is Pending verification.

  7. Update the Association Type by selecting Authorized Agent or Contractor to indicate how the person is associated with the licensed contractor.

  8. The Last Reviewed Date displays the date when the authorized agent information was last reviewed.

  9. Make any necessary changes to the agent’s personal information or contact information.

    The default values are copied from the applicant section of the intake form where the applicant self-identified as an authorized agent. You can update everything except the agent’s name.

  10. Click Save.

    The detail window closes and your changes are saved. If you changed the verification status, the system also updates the Association field on the agent list and the Last Reviewed field on the agent detail page.