Setting Up Permit Types

Adding Permit Type Definitions

Select Permit Setup > Permit Type > Permits.
On the Transaction Type – Permit Types page, click the Add button.

On the Permit Type page, enter values for the following fields:

Page Element	Description
Classification	Displays the type of application. The classification for this page indicates this is a permit application.
Subclassification	For use with planning applications. Accept the default value, Not Applicable.
Permit Type	Enter a name for the type of permit type.
Permit Type ID	Enter a unique alphanumeric code or short name for the permit type. Do not use special characters, including symbols or punctuation, or spaces.
Status	Select from the following to indicate the permit type status: Preliminary: The permit type is being defined but is not available for use. Ready: The permit type is ready to be accessed from the landing page for testing or production use, depending on the environment. Void: The transaction type is no longer available. Note: The form design can be in published status or draft status and be set to Ready. In draft status, the form can be accessed from outside the form designer—such as the Apply page—for testing purposes in the development or test environment. For more information on testing intake forms, see Testing Intake Forms.
Form Design Status	A read-only field indicating whether the form design is published or currently being developed. Draft: The form design is currently being created or modified. Form designs in draft status are not migrated to other environments and can’t be cloned. Published: The form design is complete. Form designs in published status can be migrated to other environments and can be cloned.
Autonumber Rule	Select the autonumbering rule to increment numbers for permits. You can delete an autonumbering rule when it isn’t being used by any transaction types. Caution: The system generated permit ID is based on the autonumber rule definition. Therefore, when selecting the autonumber rule, you must ensure that its rule definition generates a unique permit ID. Failing to do so can result in duplicate permit IDs, which will cause issues in the permit. For more information, see Setting Up Autonumbering.
Valid from Date and Valid to Date	Enter a range of dates when this permit 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 the intake form can be accessed and by which user types: Enabled for all users: Only registered public users and agency users can access the intake form. Enabled for registered users: Only registered public users and agency users can access the intake form. Not enabled for public users (default): Only agency users can access the intake form. Note: Currently, Enabled for all users and Enabled for registered users have equivalent access.
Contractor Validation	Enter a contractor validation group with license requirements that must be met for permits with this permit type. Agencies can decide whether to prevent application submittal if the criteria aren't met. For more information, see Setting Up Validation Groups.
Application Group	Select a permit application group that you want to associate with the permit type. For more information, see Setting Up Transaction Groups.
Category	Select an application category that you want to associate with the permit type. For more information, see Setting Up Transaction Categories.
Subcategory	Select an application subcategory that you want to associate with the permit type. For more information, see Setting Up Transaction Subcategories.
Document Group	Select a document group to manage attachments for the application 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 permit type. A department is required if the permit type has a fee schedule ID. For more information, see Setting Up Fee Schedules.
Bill Type	Select a bill type to associate with the permit 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 permit type. A department is required if you add a Fee Schedule ID to the permit type. If a department is specified on the Fee Item setup page, the fee item department overrides the department specified here on the permit type. For more information, see Setting Up Departments.
Terms of Use ID	Select a terms of use definition to associate with the permit type. When you set up terms of use, you can make the terms available to the public user registration process, to the permit application process, or to both. The user must accept the terms and conditions for using online permits. For more information, see Setting Up Terms of Use.
Description	Enter a user-facing description of the permit type. On the Apply page, this description appears under the permit type name. The description helps public users understand the purpose of the permit type.
URL	Enter a URL for a web page that gives public users more information about the permit type. If you enter a URL, then a Learn More link appears at the end of the permit 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 Permit Certificate

First, your agency sets up the certificate template in the reports catalog, then associates the report ID with the permit type in the Certificate section. When the permit is issued, you can print it from the permit overview page.

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

Page Element

Description

Allow Public User to View

Turn on the switch to allow public users to view the issued permit document, which is accessed from the permit summary on the Overview page.

This option is enabled by default.

Report ID

Enter the report ID for the permit template associated with this permit type. Use the delivered permit report or configure your own. See Setting Up Reports.

For information about viewing the permit document, see Viewing the Permit Summary.

Setting Up Permit Expiration

In the Expiration section, you can enter the expiration group that defines the expiration rules for permits with this permit type. Expiration rules determine the expiration dates that correspond to permit activity. For more information about permit expiration, see Setting Up Permit Expiration Rules.

Setting Up Workflow for a Permit Type

You set up workflow using the Oracle Integration Cloud (OIC) before associating the workflow with the permit type.

For more information, see Setting Up Process Definitions for Workflow.

Select Permit Setup > Permit Type > Permits.
On the Transaction Type – Permits page, click the Add button.

In the Workflow Setup section on Permit Type page, enter values for the following fields:

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 permit.

Note: Different permit types can utilize the same workflow definition.

Setting Up Inspections for a Permit Type

Select an inspection group for the permit type, and define how inspection times are displayed for permits associated with the permit type.

Page Element	Description
Inspection Group	Select an inspection group to associate with the permit type. The inspection group identifies all inspections necessary for the permit. For more information, see Setting Up Inspection Groups.
Automatically Create Inspections	Click to access a page where you can select the inspection types for which pending inspections are automatically created when a permit application associated with this permit type is submitted. This link appears only when the Enable Automatic Creation of Pending Inspections switch is turned on for the agency. For more information, see Setting Up Agency-Level Options for Permits
Enable Scheduled Time Range	Turn on this switch to display the scheduled time for an inspection as a time range instead of a precise time on the Inspection Request and Inspection Detail pages.
Scheduled Time Range Breakpoint	Select the time of day used as a breakpoint for displaying a description of a time range before the breakpoint and a time range after the breakpoint. Inspections scheduled before the breakpoint display the value you enter in the Time Range Before Breakpoint field as the inspection time. Inspections scheduled after the breakpoint display the value you enter in the Time Range After Breakpoint field as the inspector arrival time. For example, you might select a breakpoint of 12:00 pm to distinguish between morning and afternoon time ranges.
Time Range Before Breakpoint	The text that appears in the Inspector Arrival field on the Inspection Request and Inspection Details pages when the inspection scheduled start time is before the time selected in the Scheduled Time Range Breakpoint field. For example, if the breakpoint is 12:00 pm, you might enter a value of Morning to appear in the Inspector Arrival field for any inspections scheduled before 12:00 pm.
Time Range After Breakpoint	The text that appears in the Inspector Arrival field on the Inspection Request and Inspection Details pages when the inspection scheduled start time is equal to or after the time selected in the Scheduled Time Range Breakpoint field. For example, if the breakpoint is 12:00 pm, you might enter a value of Afternoon to appear in the Inspector Arrival field for any inspections scheduled for 12:00 pm or later.

Setting Up Plan Reviews for a Permit Type

Define how plan reviews are conducted for permits associated with the permit type.

Select Permit Setup > Permit Type > Permits.
On the Transaction Type – Permits page, click the Add button or select an existing permit type.

In the Plan Reviews section on Permit Type page, enter values for the following fields:

Page Element	Description
Enable Plan Review	Select this option to enable plan review for permits associated with this permit type. When plan review is enabled, you can create both manual and electronic review cycles for a permit. Plan review is on by default.
Enable Auto Assignment	Select this option to enable the automatic assignment of plan reviewers for permits associated with this permit type. When a permit technician gives a permit associated with this permit type a status of Accepted - Plan Review Required, the automatic assignment process: Adds a reviewer row to the plan review cycle for each plan reviewer department selected for the permit type. If no plan reviewer departments are selected for the permit type, the process creates the plan review cycle, but doesn’t add any reviewer rows. Adds the designated department lead to the Reviewer field for each reviewer row. If a department doesn’t have a department lead selected, the process still creates a row for the department, but leaves the Reviewer field blank.
Plan Reviewer Departments	Select the departments that should be included in any plan reviews associated with this permit type. Plan coordinators should add a reviewer from each of the required departments. The Reviewers grid of the Plan Review page displays the required departments that you select here. When Enable Auto Assignment is on, the process automatically adds a plan reviewer row to plan review cycles for each of the selected departments. Note: A plan reviewer department is available to select only if the Permits classification is selected for it on the Plan Reviewer Department page. For more information about plan reviewer departments, see Setting Up Plan Reviewer Departments.

Page Element

Description

Enable Plan Review

Select this option to enable plan review for permits associated with this permit type. When plan review is enabled, you can create both manual and electronic review cycles for a permit. Plan review is on by default.

Enable Auto Assignment

Select this option to enable the automatic assignment of plan reviewers for permits associated with this permit type.

When a permit technician gives a permit associated with this permit type a status of Accepted - Plan Review Required, the automatic assignment process:

Adds a reviewer row to the plan review cycle for each plan reviewer department selected for the permit type. If no plan reviewer departments are selected for the permit type, the process creates the plan review cycle, but doesn’t add any reviewer rows.
Adds the designated department lead to the Reviewer field for each reviewer row. If a department doesn’t have a department lead selected, the process still creates a row for the department, but leaves the Reviewer field blank.

Plan Reviewer Departments

Select the departments that should be included in any plan reviews associated with this permit type. Plan coordinators should add a reviewer from each of the required departments. The Reviewers grid of the Plan Review page displays the required departments that you select here.

When Enable Auto Assignment is on, the process automatically adds a plan reviewer row to plan review cycles for each of the selected departments.

Note: A plan reviewer department is available to select only if the Permits classification is selected for it on the Plan Reviewer Department page.

For more information about plan reviewer departments, see Setting Up Plan Reviewer Departments.

For more information about plan reviews, see [ADD LINK to Plan Review Overview]

Cloning Permit Types

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

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

Designing Intake Forms

After you have entered the appropriate initial information for a permit, you can then begin to design the intake form that end users will use to submit an online application. You create an application form using the Intake Form Designer. To access the designer, click Design Form.

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