Overview of Application Access for Contacts

All application contacts must have a contact type that describes the role of the person relative to the specific application, such as business manager, contractor, or organization. Different contact types have different levels of application access, as set up by your agency, but applicants, the primary contact, and business owners on business license applications always have the highest level of access and can manage other contacts.

When an applicant submits an application, they are automatically assigned the Applicant contact type, which is delivered with full application access that can't be modified.

You can change the applicant to another active registered contact on the application and assign a different level of access to the Previous Applicant. The new applicant receives full application access. For more information, see Changing the Applicant on an Application.

Business owners on business license applications are automatically assigned the Business Owner contact type that gives them access to business license applications as contacts. This contact type is only valid for business license applications.

When you add a contact to an application, you select a contact type. The application access level defined by the agency is used unless you select a higher level of access. For a given business license, permit, or planning application, if a contact’s type allows access or the contact has been granted access, and the contact email matches the account email for a registered user, then the contact can access the application after the application is submitted.

The contact types and levels of access that a contact can have are different for business licenses and permit and planning applications:

• Business license application contacts can have three levels of access: None, Full, or View, pay, and print to view the application, pay fees, and print the business license certificate. In addition to the business license application, business license contacts can view the business license and business entity information.

• Contacts for permit and planning applications can have two levels of access: None or Full.

Contacts with application access can see both their own applications and the applications they're a contact for. To access the application, the contact can search for it using the search field in the global banner or click the Applications tile on the landing page once they're logged in.

Note: Before contacts can manage attachments, comments, and 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.

Application Access Details

Contacts with full application access can do the following. For more information about the primary contact's application access, see the next section.

• View complete applicant information, including information that is hidden from the general public.

• View permit and planning application plan review data and comments.

• Add and update contractors, including activating or inactivating a contractor on a permit or planning application.

• View comments, including workflow comments.

• View contacts and attachments.

• Manage contacts.

  Contacts with full access can manage contacts except for the applicant, primary contact, or business owners.

• Add and update comments, and attachments until the application is closed.

• Delete comments and attachments that the contact added.

• View inspections, inspection comments, and inspection checklists.

• Schedule inspections.

• View fee information.

• Print the permit, and print payment receipts.

  Business license contacts with Full or View, pay, and print access can print the business license certificate.

• Make payments related to a permit or planning application.

  Business license contacts with Full or View, pay, and print access can make payments related to the business license.

• View communications that are visible to the applicant. However, only applicants can access web forms and web form attachments.

Contacts can also add or delete links to related transactions on the applications they manage, but you must grant registered public user access for managing links to related transactions in the agency setup. For more information, see Setting Up Agencies.

Note: The setup for owner access or contact access control is not universal across all functions. For example, if the agency sets the ability to link or relate transactions to agency only, the applicant, business owner, or contact with application access will still not be able to do so.

Primary Contact

The applicant is the primary contact unless the applicant selects a different primary contact on the application form or after the application is submitted. A contact with any contact type can be a primary contact. Primary contacts always have the same access to an application as the applicant, including the ability to manage other contacts. Applicants and primary contacts can upgrade another contact's access or make a different contact the primary contact.

Business owners with full access as well as applicants and primary contacts can manage other contacts, including changing the primary contact and upgrading a contact's level of access to an application.