Working with Attachments

You view a list of files and upload or download documents associated with a transaction or record, such as a business license, permit, planning application, case, or contractor license on the Attachments page.

Attachments provide supporting documentation needed by agency staff when processing transactions or managing records. See the section "Security Details for Working with Attachments" for information about setting up security for agency staff, applicants, and contacts with application access to manage attachments.

You can manage attachments associated with a transaction on different pages in Oracle Permitting and Licensing. Here’s a look at some of the areas that include attachment functionality:

The Attachments page in the transaction or record detail pages, including pages for permits, planning applications, cases, business licenses, and contractor licenses.
The Workflow page in the transaction detail pages.
Inspection Detail and Checklist pages in the Oracle Inspector mobile app.
New Violation and Inspection pages in Oracle Municipal Code Officer.

Recipients of transaction communications containing web forms can upload files when requested. You can also manage documents as part of the plan review process.

These are all sources of attachments that you’ll find associated with a transaction on the Attachments page.

For more information about managing attachments for a workflow task, see Using Workflow.

For more information about Oracle Inspector, see Overview of Mobile Oracle Inspector for Permits and Working with Inspection Details.

For more information about Oracle Municipal Code Officer, see Overview of Mobile Oracle Municipal Code Officer.

For more information about managing attachments associated with a contractor license, see Managing Contractor License Details.

Security Details for Working with Attachments

This section describes important security roles, requirements, or considerations specific to working with attachments for permits and planning applications.

These security roles apply to permit attachments:

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Registered Public User	Add and update attachments to submitted permits until they are closed. View all attachments on applications for which the user is the applicant.	PSC Registered Public User
PSC Agency Permits Inquiry	View permit attachments.	PSC Agency Staff – All agency users
PSC Permits Attachments User	Add attachments to permits. Update and delete attachments added by themselves.	PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Add Permit Attachments	Add permit attachments.	PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC System Administrator PSC Permit Technician
PSC Update Permit Attachments that were added by others and self	Update permit attachments that were added by others and by themselves.	PSC System Administrator
PSC Update Permit Attachments that were added by self	Update permit attachments that were added by themselves.	PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician
PSC Delete Permit Attachments that were added by others and self	Delete permit attachments that were added by others and by themselves.	PSC System Administrator
PSC Delete Permit Attachments that were added by self	Delete permit attachments that were added by themselves.	PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician

These security roles apply to planning application attachments:

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Registered Public User	Add and update attachments to submitted planning applications until they are closed. View all attachments on applications for which the user is the applicant.	PSC Registered Public User
PSC Agency Planning and Zoning Inquiry	View planning and zoning attachments.	PSC Agency Staff – All agency users
PSC Add Planning and Zoning Attachments	Add planning and zoning attachments.	PSC Planning Application Management with Elevated Access PSC Planning Attachments User Duty PSC System Administrator PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer
PSC Update Planning and Zoning Attachments Added by Others and Self	Update planning and zoning attachments added by others and by themselves.	PSC System Administrator
PSC Update Planning and Zoning Attachments Added by Self	Update planning and zoning attachments added by themselves.	PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer
PSC Delete Planning and Zoning Attachments Added by Others and Self	Delete planning and zoning attachments added by others and by themselves.	PSC System Administrator
PSC Delete Planning and Zoning Attachments Added by Self	Delete planning and zoning attachments added by themselves.	PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer
PSC Delete Planning and Zoning Attachments Added by Self	Delete planning and zoning attachments added by themselves.	PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer

These security roles apply to business license attachments:

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Registered Public User	Add and update attachments on business license applications until they are submitted. View all attachments on applications for which the user is the applicant.	PSC Registered Public User
PSC Administer Public Sector Business License Transaction Confidential Data	Allows users to administer confidential data for business license transactions.	PSC Business License Application Administrator PSC System Administrator PSC Treasury Administrator
PSC Manage Public Sector Business License Transaction Confidential Data	Allows users to manage confidential data for business license transactions.	PSC Auditor PSC Business Analyst PSC Business License Manager PSC Business License Specialist PSC Treasury Supervisor
PSC Update Business License Attachments added by self	Enables users to update business license attachments added by themselves.	PSC Business License Inspector PSC Business License Manager PSC Business License Specialist PSC Business Analyst PSC System Administrator Application Implementation Consultant PSC System Administrator
PSC Update Business License Attachments added by self and others	Enables users to update business license attachments added by themselves and others.	Application Implementation Consultant PSC System Administrator
PSC System Administrator	Provides PSC product family administration role.	Application Implementation Consultant PSC System Administrator
PSC Agency Business License Inquiry	Allows agency users to view business licenses.	PSC Agency Staff
PSC Access Confidential Business Licenses Data	Allows users to access confidential information in business licenses data.	PSC Auditor PSC Business License Manager PSC Business License Specialist PSC Treasury Administrator PSC Treasury Supervisor Application Implementation Consultant PSC System Administrator PSC Business Analyst
PSC Delete Business License Attachments added by self	Enables users to delete business license attachments added by themselves.	PSC Business License Inspector PSC Business License Manager PSC Business License Specialist Application Implementation Consultant PSC System Administrator PSC Business Analyst
PSC Delete Business License Attachments added by self and others	Enables users to delete business license attachments added by themselves and others.	Application Implementation Consultant PSC System Administrator
PSC View Business License Attachments	Enables users to view business license attachments.	PSC Auditor PSC Business License Inspector PSC Business License Manager PSC Business License Specialist PSC Treasury Administrator PSC Treasury Supervisor Application Implementation Consultant PSC System Administrator PSC Business Analyst

Note: Applicants and contacts with application access can view and add attachments to their own applications as well as update and delete the attachments they added themselves. Before contacts can manage attachments, 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.

Overview of the Attachments Page

You can use the Attachments page in the transaction details as the transaction or record's central repository for managing attachments. The page includes different tabs for viewing details and managing the files and a Required Documents section for business licenses, permits, and planning applications. The actions you can perform depend on your permissions.

The page tabs and elements may vary on the Attachments page depending on the type of transaction or record. For example, the Attachments page for a business license renewal application displays the Business License, Inspection, and All tabs. Let's take a look at the different available tabs:

The Business License tab displays attachments added through the business license transaction's Attachments page.
The Permits tab displays attachments added through the permit's Attachments page and required documents, if set up by your agency.
The Inspection tab displays attachments that building inspectors uploaded in the Oracle Inspector mobile app related to the inspection checklists, inspection checklist items, or overall inspection.
The All tab displays attachments added from all sources, including the Attachments page, the Workflow page, Oracle Inspector, plan reviews, and web form responses.
The Agency Uploads tab displays all attachments added by the agency staff in Code Enforcement. The Responsible Party Uploads tab displays the attachments added by registered users while resolving code enforcement issues.

Any business license contact with view or full access including the applicant and primary contact can view or download attachments on the business license they are associated with. The applicant, primary contact, and contacts with full access can also add attachments, however they can update or delete only the attachments that they added.

Working with Required Documents

The Required Documents section appears on the application intake form and here on the Attachments page in the application details, depending on agency setup for business licenses, permits, and planning applications. Your agency adds a document group to the application type and the document group includes document categories that are configured to identify the required documents. See Setting Up Required Documents.

The documents are identified by their category or category and subcategory and the step in the application process when they're needed:

Application Step	Description
Submittal (application submittal)	Applicants can't submit the application without adding the specified document first. Only documents required at the Submittal step are required before the applicant can submit the application. If documents were provided on the application intake form, you can view them on the Permits tab on the Attachments page in the application details after submittal.
Issuance (application issuance)	The permit or business license can't be issued without this document. This step doesn't apply to planning applications and validation requires workflow setup.
Acceptance (application acceptance)	Agency staff can't accept this document into the system if this document is missing. Validation at this step requires workflow setup.
Final inspection	Inspectors can't submit the final inspection results without this document. Documents can only be required at this step if your agency uses Permits or Business Licenses. This step doesn't apply to planning applications.
Complete (application complete)	The application process won't be complete until this document has been attached.

Agency staff with permissions can override document requirements to upload files and also remove files. Public users can't delete required documents once they have been uploaded for previous application steps.

Click Upload to attach the specified document. The category and subcategory are automatically selected for the document during upload and the file appears in the attachments grid. Once a required document is uploaded, the Attached icon appears and a count keeps track of the required and provided documents.

Viewing Attachment Details

To view a list of attachments:

Access the detail page for the transaction where you want to view attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.

On the Attachment page, view the attachment grids on the different tabs.

Here are the various elements:

Page Element	Description
	Displayed when an applicant uploads a PDF document to a permit or planning application that's in a plan review status. Only Permits or Planning and Zoning agency staff can see the Uploaded Documents icon, which is available on the Permits tab only. The icon is displayed until the document is marked as seen in the Plan Review Console or on the Attachments page, or added to a plan review cycle. The indicator isn't available on phones or in the list view on the Permits tab.
Protected document icons: - Edit Protected Document - Archive Protected Document - Archive Protected or Protected Editable Document	Displayed when a protected PDF document is added to an application in the system. The icon displayed depends on how your agency handles protected documents for permits and planning applications. A protected PDF document has any setting that is controlled by a password or is otherwise secured. Attention: The system will always prevent you from uploading to an application password-protected documents that require a password to open.
	Click the Select to Preview Attachment icon for PDF files (shown here) or a thumbnail for most types of image files (such as BMP, GIF, JPEG, and PNG) to open the Attachment Preview page. On the preview page, you can see the first page of a PDF document or a larger version of an image file. Attachment preview is available for permits, planning applications, business licenses, code cases, account management, and contractors.
File Name	View the following information in the Filename field: Icon indicating the file type Filename with file type extension File Size
Description	View the description of the attachment as entered by the person who added the attachment.
Confidential	Indicates whether the attachment has limited visibility. The confidential designation is only available for business license attachments and must be enabled at the agency level for business licenses. Applicants and agency staff with permissions can add confidential attachments on business license intake forms, but only agency staff with permissions can add and manage confidential attachments on business license transactions and the business record. Only agency staff with permissions, the applicants, and contacts with application access can view confidential attachments on the Attachments page.
Source on the All tab for permits and business licenses	View the source of the attached file. Valid values are: Permits Business License Inspection Workflow Plan Reviews Attachments that are added to electronic plan reviews have their source changed from Permits to Plan Reviews. For example, attachments added through the Oracle Inspector mobile app display Inspection in this field. Attachments added to web form questionnaire responses display Permits in this field. Note: This column appears on the All tab for permits and business licenses.
Uploaded By	View the name of the person who uploaded the file along with the date and time when the person uploaded the file. Registered public users see Staff instead of a name.
Source on the Inspection tab for permits	View the associated permit ID and whether the building inspector uploaded the file to an inspection checklist, inspection checklist item, or the overall inspection in the Oracle Inspector mobile app. Note: This column appears only on the Inspection tab for permits.
Reference	View attachment information: The checklist description for checklist attachments The checklist item description for checklist item attachments For inspection-level attachments, the field is blank. Note: This column appears only on the Inspection tab.
Category and Subcategory	View the document category for the attachment. The category and subcategory are available when a document group is specified during setup for the transaction type or in the contractor license options. Note: This field isn't available for case attachments.
Final	Displays Yes when agency staff turn on the Final Document switch on the Attachment Details page for permit attachments. Note: This column appears only on the Permits tab.
Actions	Click the actions icon to select and perform an action: View Details Download Delete Note: For permits, the Delete action appears only on the Permits tab. Additionally, the security associated with your user ID may limit which actions are available to you.

Click the Sort By to view attachments grouped by these fields: file name, file size, uploaded by, uploaded on, description, category, and subcategory.
To find a specific attachment, you can enter values in the search field.

Adding Attachments

You upload files to the Attachments page using the Add Attachments page. For permits, you use the Permits tab, and for business license transactions, you use the Business License tab. The attachments on the Inspection tab are uploaded by building inspectors in the Oracle Inspector mobile app.

Note: The maximum file size is 150 MB depending on the page that you're uploading to in Oracle Permitting and Licensing. It may take several minutes to upload large files. The maximum file size in the Oracle Inspector mobile app is 25 MB.

To add attachments:

Access the detail page for the transaction where you want to add attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Add icon.
Select the file to upload in the browser dialog box and click Open.
The file name appears on the Add Attachments page.
On the Add Attachments page, optionally enter a description of the file.
If the Category and Subcategory fields appear on the Add Attachment page, optionally select a document category and subcategory.

Note: Document category and subcategory are not applicable to case attachments.
The category fields appear if the transaction type is associated with a document group. The document group defines the available values in these fields.

For more information, see the implementation documentation for Setting Up Document Categories and Subcategories.

Note: The document group for a transaction is based on the document group that was defined for the transaction type at the time the transaction is saved.
Turn on the Confidential switch to limit the attachment's visibility. The confidential designation is only available for business license attachments and must be enabled at the agency level for business licenses.

Applicants and agency staff with permissions can add confidential attachments on business license intake forms, but only agency staff with permissions can add and manage confidential attachments on business license transactions and the business record. Only agency staff with permissions, the applicants, and contacts with application access can see confidential attachments on the Attachments page.

Note: Agency staff with these roles can mark an attachment as confidential and update the confidential designation after application submittal: Auditor, Business License Administrator, Business License Analyst, Business License Manager, Business License Specialist, Treasury Supervisor, Treasury Administrator, and System Administrator.
Click the Upload button.

The Add Attachment window closes, and the newly uploaded attachment appears on the Attachments page.

Updating Attachment Details

You can update attachments that you added on the Permits tab. Agency staff with appropriate permissions can update any attachments on the Permits tab. Attachments can't be updated on the All tab.

Here's how to view and update document details on the Attachment Details page:

Access the detail page for the transaction where you want to view attachment details.
Click the Attachments link in the left navigation panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document that you want to view.
Select View Details to open the Attachment Details page.
The details on this page include the information from the Attachments page and information about the file size and the person who last updated the document information.
On the Attachment Details page, you can make these updates, depending on permissions:
- Public users can update the attachment description and, if available, the document category and subcategory of the files they uploaded.
- Agency staff can update any attachments on the Permits tab, including the description, document category and subcategory, and turning the Final Document indicator on or off.
  
  Once a document is marked as final, agency staff must first remove the final flag before they can delete the document.
- Only agency staff can update the description, document category and subcategory, and referenced person in the Assigned To field of attachments in the contractor license details.
- Only agency staff with access to confidential documents can upload confidential attachments or update the Confidential switch; confidential attachments are hidden from view by other agency staff and public users. The confidential designation is only available for business license attachments.
You can also download attachments in the Oracle Inspector mobile app when you drill down to the Attachment Details page for the attachment.

Downloading Attachments

There are multiple ways to download attachments.

To download selected attachments from the Attachments page:

Access the detail page for the transaction where you want to download attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Select Multiple icon above the grid.
Select one or more documents to download.
Click the Download icon.

To download a single attachment from the Attachments page:

Access the detail page for the transaction where you want to download attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document you want to download.
Select Download and save to the location of your choice.

Deleting Attachments

There are multiple ways to delete attachments. The security associated with your user ID determines whether you can delete attachments.

Note: For permits, you can delete attachments only from the Permits tab of the Attachments page. Applicants, contacts with application access, and agency staff can view details and download files from the Inspection tab, but only administrators and the inspector who uploaded them can delete them.

To delete selected attachments from the Attachments page:

Access the detail page for the transaction where you want to delete attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Select Multiple icon above the grid.
Select one or more documents to delete.
Click the Delete icon.

To delete a single attachments from the Attachments page:

Access the detail page for the transaction where you want to delete attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document you want to delete.
Select Delete from the action menu.