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 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.

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 an intake form or after the application was submitted, the contractor's contact person is added to the list of application contacts. Application contacts have application access depending on the selected contact type, which is set up by your agency. But agency staff, applicants, and other contacts with full application access can upgrade a contractor contact's access to an application on the application's Contacts page. On the same page, agency staff can also make another active registered contact the applicant and assign a different level of access to the previous applicant.

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.

Permits

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

Planning and Zoning

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

Business Licenses

Primary Role	Access Description	Associated Job Roles and Abstract Roles
Registered Public User	Add and update contacts in business license 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 Business License Contacts Management	Add and update contacts in business license application while the application is currently being processed.	PSC Business License Application Administrator PSC Business License Manager PSC Business License Specialist
PSC Business License Management with Elevated Access	Add, update, and delete contacts in business license applications at all times, whether it is open and being processed, closed, or complete.	PSC Business License Application Administrator PSC Business License Manager
PSC System Administrator	Add, update, and delete contacts in business license applications at all times, whether it is open and being processed, closed, or complete.	PSC System Administrator Application Implementation Consultant

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 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: Business License Transactions, Permits, or Planning Applications.
On the Transactions page, click the application row.
In the left navigation panel, expand the application information section: License Information, Permit Information, or Planning Application.

Select Contacts in the expanded section.

The applicant and contacts are listed in the Contacts grid.

Page Element	Description
Show inactive contacts	Turn on this switch to display inactive contacts in the grid. When the switch is off, only active contacts are listed.
Name	The name of the contact. Labels that identify the contact appear under the name: Applicant, Previous Applicant, and Owner (the business owner in business license information).
Title	The business title 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, License Holder, and License Type	The contractor license number and the license type associated with the license. This information appears when the contact is associated with the contractor license. When adding a contractor license contact to a business license application or contraction registration, you must indicate whether the contact is the license holder or an authorized agent.
Access	Indicates the type of access the contact has to the application: Full None View, pay, print: This contact type is applicable only to business licenses. Contacts of this type can view the license, pay fees, and print the license certificate.
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. Select Make Applicant to select this contact as the responsible party for this application and assign a different level of application access to the previous applicant. For more information, see Changing the Applicant on an Application.

Adding Application Contacts

The applicant, contacts with full application access, and agency staff can manually add contacts to the application. Only system administrators and applicants can add contacts from the applicant's user profile.

Here's how to contacts from the applicant's user profile:

Click the Add button on the Contacts page.
Click a contact row in the grid of saved contacts on the details page.

Enter details on the Select Contact Type modal page:

Page Element	Description
Type	Search and select a contact type using the lookup prompt. The search results list all the available contact types with description and the access they have, which is set up by your administrator: Full None View, Pay, and Print The View, Pay, and Print option is available only for business license applications. Contacts can only view the application, pay the fees, and print the license certificate.
Primary Contact	Turn on this switch to make the selected contact person the primary contact for this application.
Access	View the default access as set up by your administrator for the selected contact. You can only allow more access to the contact by selecting from other options.

Page Element

Description

Type

Search and select a contact type using the lookup prompt. The search results list all the available contact types with description and the access they have, which is set up by your administrator:

Full
None
View, Pay, and Print

The View, Pay, and Print option is available only for business license applications. Contacts can only view the application, pay the fees, and print the license certificate.

Primary Contact

Turn on this switch to make the selected contact person the primary contact for this application.

Access

View the default access as set up by your administrator for the selected contact. You can only allow more access to the contact by selecting from other options.

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 name, business name, title, address, phone, and email information.

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.

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 available contact types are listed with description and the access they have, which are set up by your administrator.
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.
Primary Contact	Turn on this switch to make the selected contact person the primary contact for this application. Applications can have only one primary contact. Designating a new primary contact removes the primary designation from any other contact who was previously designated as primary.
Access	View the default access as set up by your administrator for the selected contact. Full View, Pay, and Print (applicable only for business license applications) None You can only allow more access to the contact by selecting from other options. See Setting Up Contact Types.
Add this contact to the applicant's account	Select the check box if you want to save this new contact in the applicant’s account as well as on the current application. Note: Only applicants and system administrators can add contacts to the applicant's account. For applicants, this option is displayed as Add this contact to my account.

Click Save.

For information about adding contractor license contacts to an application, see Adding Licenses to an Application Form and Working with Contractors and Agents in Applications.

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.
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.