Setting Up Agency-Level Options for Business Licenses

Set up agency-level options for business licenses, including displaying or hiding business information and associated licenses from public view.

Here's how to configure agency-level options for business licenses:

1. Select Common Setup > Agency.

2. Click a row on the Agency Information tab.

3. Select the Features tab.

   Oracle delivers the list of offerings on the Features tab.

4. Click the Options link for the Business Licenses offering.

Configuring General Settings

Administrators use the General Settings to manage the display of business information on Business Overview and Details pages for a business license application.

Page Element	Description
Allow hiding business information and associated licenses from public view	Use this switch to manage the display of business information to public users. By default, this switch is turned off. When the switch is turned on, the agency allows authorized users to hide the business and all associated business licenses from appearing on global search results for public users and Geographic Information Systems (GIS). Once the agency-level switch is turned on, the authorized users can then turn on the Hide Business from Public View switch at the business entity level, on the Business Overview and Business Details pages. For more information see, Managing Business Information.
Display Assigned Specialist Information to Public Users	Select from one of the options to determine what information the registered public user will view: Specialist name and email: The name of the assigned specialist and their email ID. None: No detail will display related to specialist. Specialist name: Only the name of the assigned specialist. Specialist name and general email: The name of the assigned specialist and the agency’s general email ID.
Copy Assigned Specialist for Amendments and Renewals	Turn on this switch if you want to retain a business license’s assigned specialist in its amendment and renewal applications. The amendment and renewal applications will have the same specialist that is assigned to the business license. This switch is turned off by default.
Specialist’s General Email	Enter your agency’s general email ID that the registered users can use to contact the agency. This field is available only when the Specialist name and general email option is selected from the above field.
Allow Confidential Attachments	Turn on this switch to enable confidential attachments for business licenses only. The business license applicant or agency staff with permissions can mark an individual document as confidential when adding an attachment during application intake. Only agency staff with permissions can upload confidential attachments or update the confidential designation in the transaction details or business record; confidential attachments are hidden from view for other agency staff. When a document is confidential, only agency staff with permissions, the applicant, and the application contacts with full or print, pay, and view access can view the confidential document in the list of attachments for the business license transaction or business record. For more information, see Working with Attachments.

Note: When the assigned specialist is no longer associated with the agency and if the Specialist name and email option selected, then only the specialist’s name is displayed to the registered user.

Configuring Business Settings

Administrators use the Business settings on the Business License Options page to manage the display of business information for a business record.

Page Element	Description
Report ID	Configure this parameter to generate the business license certificate.
Allow public user to view consolidated certificate	Use this switch to manage the display of the consolidated business license certificate. By default, this switch is turned off. When the switch is turned on, the agency can allow public users to view the consolidated certificate for multiple business licenses.
Business Entity Document Group	Select a Document Group to organize the various categories of attachment files into a grouping. For more information, see Setting Up Document Groups.

Note: For all agency users, and the registered public user who is the applicant, business owner, or contact with full access, the business license information is always displayed in the global search results regardless of the status of the switches. For all other users the business information is hidden only when both the agency-level and business entity-level switches are turned off.

Configuring Business License Groups

Page Element	Description
Enable Multiple Application Selection	Turn on this switch to allow public users to apply for multiple licenses for a location without having to repeat the same business information.
General Information Type	Select the General Information transaction type that defines the General Information section displayed when an applicant selects multiple applications. General information can include the applicant, business location, name, and owner, for example. For more information on configuring general information types, see Setting Up General Information for Business License Types.

Configuring Pending Inspections

As part of the business license application review process, some agencies prefer to identify all required inspections and preschedule them as pending inspections. This enables applicants to view a list of all required inspections for a particular business license. Applicants can then use this list to track and manage inspection scheduling.

Agency staff can create and manage inspections, including pending inspections, as long as the application isn't in a presubmittal or terminal status, such as Void, Denied, Withdrawn, or Completed. Applicants can only create inspections or schedule pending inspections when the permit is in an Inspection, About to Expire, or Permit Issued status. Applicants can't create pending inspections. When agency staff or applicants postpone scheduled inspections, the inspection stays in a Pending status until further action is taken.

Use the Inspections section of the Business License Options page to configure how your agency handles pending inspections.

Page Element	Description
Enable Creation of Pending Inspections	Turn on this switch to enable the manual and automatic creation of inspections in a Pending status. When this setup switch is turned on, the Pending option appears for agency staff when requesting inspections. Applicants can't create pending inspections when requesting inspections. However, if the agency allows applicants to postpone inspections by turning on the switch to Enable Postpone Inspection, the postpone action moves inspections to a Pending status. The Pending filter switch always appears on the application-level Inspections page and agency-level Inspections console page for viewing inspections in a pending status. A Pending tab displays pending inspections on the Task Management page accessed through the My Inspections link.
Enable Automatic Creation of Pending Inspections	Turn this switch on to automatically create pending inspections when a permit application is submitted. A pending inspection is created for each selected inspection type in the inspection group associated with the permit type of the submitted permit. For more information on configuring inspection groups for automatic creation, see Setting Up Business License Types. Note: This switch is available only if the Enable Pending Inspection switch is turned on.

Note: With these settings enabled, when a business location changes from outside the agency's jurisdiction to within its jurisdiction, the system automatically creates the pending inspections set up in the inspection group. The system automatically creates inspections in a Pending status for all the in-process business license transactions that are associated with the selected location. For more information, see Working with Business Location Information.

For information about the setting for public users to postpone inspections, which puts them into a Pending status, see the next section.

Configuring Inspection Actions for Public Users

Use the Inspections section of the Business License Options page to configure whether your agency allows applicants, business owners, and contacts with business license application access to postpone or cancel inspections.

Page Element	Description
Enable Postpone Inspection	Turn on this switch to allow public users to take scheduled inspections off the schedule or revoke an inspection request. Agency staff can always postpone inspections. The Postpone action puts an inspection into a Pending status. When you update the preferred time for or assign the inspection, the status changes from Pending to Requested or Scheduled, respectively.
Public User Cancel Options	Select an option: Cancel All - Public users can cancel any of their inspections. Cancel Nonrequired - Public users can only cancel the inspections of theirs that aren't required. Cancel None - Public users can't cancel inspections at all. The option for public users to cancel inspections, based on the agency setup, is available on the Inspection request page only.

For more information, see Managing Inspections for a Business License Application.

Requiring Inspection Comments

Agencies have the option to require inspection comments. Use the Inspections section of the Business License Options page to configure how your agency handles business license inspection comments.

Page Element	Description
Required Inspection Comments	Configure whether comments are required for permit inspections. Select an option: None - Comments are optional. All results and cancellations - Comments are required for all inspection results and inspection cancellations. Cancellations and failed results - Comments are required for inspection cancellations and inspections that receive a failed result.

Setting Up Inspection Options by Scheduling Method

Agencies can configure these inspection options based on the scheduling method (Ready, Request, or Schedule) for an inspection:

• Time Entry Method - Determines whether the inspection time can be entered during request or scheduling as a date only, a time range (such as "Morning"), or a specific time.

• Arrival Display - Determines how the inspector's scheduled arrival information is displayed, such as a date only, a time range (such as "Morning"), or a specific time.

• Assignment Method - Determines how the inspector's daily workload is managed, based on the duration of inspections or by limiting the number of inspections.

  For more information about setting up the assignment method, see Setting Up Inspection Assignment.

You must define the time ranges here on the Permit Options page and Business License Options page before you implement the time range option for time entry or arrival display. See the next section, "Configuring Inspection Time Ranges."

You can configure the time entry method, assignment method, and arrival display for each scheduling method as described here:

Note: For more information about choosing a scheduling method for an inspection type, see Setting Up Inspection Types.

1. Request scheduling method

   Time Entry Method	Assignment Method	Arrival Display
   Time range This method provides both Preferred Date and Preferred Time (a time period) fields on the inspection request page.	Duration Note: Count isn't available as an option when the time entry method is Time range.	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Preferred Date field on the inspection request page.	Duration	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Preferred Date field on the inspection request page.	Count	Date only

2. Ready scheduling method

   Time Entry Method	Assignment Method	Arrival Display
   Time range This method provides both Ready-by Date and Ready-by Time fields on the inspection request page.	Duration Note: Count isn't available as an option when the time entry method is Time range.	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Ready-by Date field on the inspection request page.	Duration	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Ready-by Date field on the inspection request page.	Count	Date only

3. Schedule scheduling method

   Time Entry Method	Assignment Method	Arrival Display
   Specific time This method provides both Date and Time fields on the inspection scheduling page. Inspector supervisors can see the inspector names.	Duration Note: Count isn't available as an option when the time entry method is Specific time.	Specific time - Displays both a date and time. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Time range This method provides both Date and Time fields on the inspection scheduling page. Only inspector supervisors can see the inspector names.	Duration Note: Count isn't available as an option when the time entry method is Time range.	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Date field on the inspection scheduling page. Only inspector supervisors can see the inspector names.	Duration	Specific time - Displays both a date and time as assigned by the inspection supervisor. Time range - Displays a date and the agency-configured time range, such as "Morning" or "Afternoon." Date only
   Date only This method provides only the Date field on the inspection scheduling page. Only inspector supervisors can see the inspector names.	Count	Date only

For more information, see Setting Up Permit Types, Setting Up Business License Types and Requesting Inspections.

Configuring Inspection Time Ranges

You can set up your permit and business license inspections to show a time range or period when requesting or scheduling inspections. Configure the Scheduled Time Range fields in the Inspections section on the Permit Options page and Business License Options page to display time range values when using the Time entry time entry method and arrival display. For more information, see "Setting Up Inspection Options by Scheduling Method" in this topic.

Page Element	Description
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.

Configuring an Interactive Voice Response System

Your agency can set up an interactive voice response (IVR) system to allow registered public users to schedule business license inspections by phone. The IVR system provides for users to enter a 4-digit access code or PIN on the registration page that they'll use when they call into the system.

You must activate IVR in the agency-level options to integrate with the agency's IVR system. This option is not turned on when you initially set up your agency.

When you turn on the Enable IVR switch in the agency's options, you'll see the Enable IVR Access Code check box on the Public User Setup page. This setting determines whether an access code is required during user registration. The IVR Access Code field on the Register page and in account management is only available when you select the Enable IVR Access Code check box.

Here are the steps for configuring an IVR system in Oracle Permitting and Licensing:

1. Go to the Inspections section of the Business License Options page.

2. Turn on the Enable IVR switch if your agency is integrating with an IVR system.

3. Go to the Public User Setup page. See Setting Up Public Users.

4. In the IVR Access Code section, verify that the Enable IVR Access Code check box is selected to require an IVR access code on the Register page. Deselect the check box to hide the IVR Access Code entry field on the Register page and in account management.

For information about setting up IVR integration with Oracle Permitting and Licensing in FSM, see Setting Up a Proxy Role and User for Interactive Voice Response. For information about IVR access code entry during registration and managing access, see The Public User Registration Process and Managing Public User Accounts.