Working with Application Contacts

The Contacts page displays the applicant’s contact information and lists additional people who were added as contacts during the intake process or after the application was submitted. Agency staff can use the Contacts page to view, update, and add contacts for submitted applications.

Applicants and contacts with application access can view and add contacts to their own permits and planning applications as well as update and make the contacts inactive. See the section "Security Details for Adding Contacts to Applications" for information about setting up security for agency staff, applicants, and application contacts to manage contacts.

Note: Contacts don't have application access in the business license system. Also, you can have contractor contacts in permits and planning applications only.

There are two options for adding more contacts:

Select a contact from the applicant's account profile, and make that person a contact for the current transaction. This option is only available for applicants and system administrators.
Create a brand new contact by entering all the contact details, and include that contact in the current transaction.

When a contractor license is added to a permit or planning application in the intake form or after the application was submitted, the contractor's contact person is added to the list of application contacts. Application contacts have permit or planning application access depending on the selected contact type, which is set up by your agency.

Your agency may also configure communications to contacts on permit and planning applications. The system sends an email notification to contacts on the intake form upon application submission as well as to new contacts when they are added to the application after submission. Contacts added to the contractor contacts in the license details also receive email notifications. For information about setting up these contact communications, see Delivered Communication Events and Setting Up Send Communication Actions.

Security Details for Adding Contacts to Applications

This section describes important security roles, requirements, or considerations specific to adding contacts to applications.

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Registered Public User	Add and update contacts in permit applications on which they have been assigned as an applicant or a contact with access while the application is open and currently being processed.	PSC Registered Public User
PSC Permit Contacts Management	Add and update contacts in permit application while the permit is open and currently being processed.	PSC Principal Planner PSC Plan Reviewer PSC Planning Coordinator PSC Permit Technician
PSC Permits Management with Elevated Access	Add, update, and delete contacts in permit applications at all times, whether it is open and being processed, closed, or complete.	PSC System Administrator PSC Permits Supervisor
PSC System Administrator	Add, update, and delete contacts in permit applications at all times, whether it is open and being processed, closed, or complete.	PSC System Administrator

Primary Role	Access Description	Associated Job Roles and Abstract Roles
Registered Public User	Add and update contacts in planning applications on which they have been assigned as an applicant or a contact with access while the application is open and currently being processed.	Registered Public User
PSC Planning and Zoning Contacts Management	Add and update contacts in planning applications while the application is open and currently being processed.	PSC Planning Assistant PSC Associate Planner PSC Principal Planner
PSC Planning Application Management with Elevated Access	Add, update, and delete contacts in planning applications at all times, whether it is open and being processed, closed, or complete.	PSC Planning Assistant PSC Associate Planner PSC Principal Planner
PSC Planning Application Management with Elevated Access	Add, update, and delete contacts in planning applications at all times, whether it is open and being processed, closed, or complete.	PSC System Administrator PSC Zoning Administrator

Note: Before contacts can manage other contacts, your agency must add the PSC Contact User duty role (ORA_PSC_CONTACT_USER_DUTY) to the PSC Custom Registered Public User role (CUSTOM_PSC_REGISTERED_PUBLIC_USER) and enable application access for the contact type.

For more information on creating roles for Oracle Permitting and Licensing, see Creating Custom Roles for Oracle Permitting and Licensing.

For more information on all the predefined security data such as abstract roles, job roles, privileges and so on, see the Security Reference for Oracle Oracle Permitting and Licensing.

Managing Application Contacts

You manage application contacts on the Contacts page in the application details:

From the agency springboard, select the tile for the type of transaction where you want to manage contacts: Permits, Planning Applications, or Business License Transactions.
On the Transactions page, click the application row.
In the left navigation panel, expand the application information section: Permit Information, Planning Application, or License Information.

Select Contacts in the expanded section.

The applicant and any additional contacts are listed in the Contacts grid.

Page Element	Description
	The applicant icon indicates that the contact is the applicant.
Name	The name of the contact.
Phone	The phone number of the contact.
Type	The contact type, which is the role or position of the contact person relative to the current application. For example, a contact might be the applicant, a property owner, a business owner, or a contractor.
Business	The business name of the contact.
Contractor License and License Type	The contractor license number and the license type associated with the license. This information doesn't apply to business license contacts.
Permit Access or Planning Access	Indicates whether the contact has write access to the application. You can't set up contacts for business license applications with application access based on contact type.
Primary	Indicates whether this is the primary contact. There must be one and only one primary contact for an application. The applicant is the primary contact by default in the application but can be changed in the application intake form or in the application details after submission. Note: The primary contact has the same application access as the applicant regardless of the access defined for their contact type.
Active	Indicates whether this is an active contact.
	Click the Actions button for a contact to select from available actions. Select Make Primary Contact to select this contact as the primary contact. This action automatically removes the primary contact designation from the previous primary contact, because you can only have one primary contact.

Adding Application Contacts

You can add contacts saved in the applicant's user profile or manually add new contacts just to this application.

Here's how to add saved contacts:

Click the Add button on the Contacts page.
Click a contact row in the grid of saved contacts on the details page.
On the Select Contact Type modal page, look up the contact type in the Type field. You can see which contact types have application access on the search page. Business license contacts can't have application access.
Turn on the switch if you want to make this person the primary contact for the application.
Click OK.

Here's how to manually add a new contact:

Click the Add button on the Contacts page.
Click the Create button below the grid of saved contacts on the details page.

On the blank Contact Details entry page, enter the new contact’s information, including their name, address, phone, and email.

Note: The email that you enter here must match the email that the contact used when registering if you want this person to have application access based on the contact type. Business license contacts can't have application access.

Page Element	Description
Type	Select the contact type, which is the role or position of the contact person relative to the current application. For example, a contact might be the applicant, a property owner, a business owner, or a contractor. The contact type determines whether the contact can access the permit or planning application. You can see the Permit Access or Planning Access field when you prompt for the contact type and when you review the list of contacts on the main Contact page. This information doesn’t appear in the context of non-permit or planning applications.
Permit Access or Planning Access	Displays Yes or No to indicate whether the contact type applied to the contact has application access. If the contact type allows permit or planning application access and the contact email matches the account email for a registered user, then that user can access the permit or planning application. Contact type access to applications doesn't apply to business licenses.
This person is the primary contact for this application.	Turn on this switch to make the selected contact person the primary contact for this application. Applications must have one primary contact. Designating a new primary contact removes the primary designation from any other contact who was previously designated as primary.
Business	If the contact represents a business, enter the business name.
Active	Select the check box to indicate that the contact is active. Only active contacts with the appropriate contact type can have application access. When a contractor for a permit or planning application is no longer in use, the contact associated with the license isn't active. Also, when a system administrator deletes a contractor after application submission, the contact becomes inactive.

Select the Add to Profile check box to save this contact in the applicant's user profile as well as on the current application. Applicants can add a contact only to their own profile. System administrators can also add contacts to the applicant's profile.
Click Save.

Updating Application Contacts

On the Contacts page, click the contact row to update their contact information.
On the Contact Details page, update the contact type and detail information.
- If the contact is the applicant, you can’t modify the name. This person will always be identified as the applicant and active on the application. You can, however, change the contact type.
- All fields are available for updates for contacts other than the applicant.
As a system administrator, you can select the Update Profile check box to update the contact in the applicant's user profile with the changes you've made here.
When the contact is the applicant, they can use the Update Account check box to update their account with the changes they made.
Click Save.

Removing Application Contacts

Contacts who are profile contacts aren't deleted from the system; they are only removed from the current application. Contacts that exist only in the current application are deleted entirely.

Note: Only system administrators and supervisors have permissions to delete contacts. The contact who is the applicant can't be deleted.

Click the row for the contact on the Contacts page.
On the Contact Details page, click Delete.