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 application 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 web application for mobile devices.
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 |
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.
Attachments Page in the Application Details
You can use the Attachments page in the application 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. For more information about required documents, see
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:
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The Business License tab displays attachments added through the business license transaction's Attachments page.
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The Permits tab displays attachments added through the permit's Attachments page and required documents, if set up by your agency.
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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.
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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.
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.
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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:
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Icon indicating the file type
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Filename with file type extension
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File Size
Description
View the description of the attachment as entered by the person who added the attachment.
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
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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.
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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.
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.
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.
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On the Attachment Details page, you can make these updates, depending on permissions:
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Public users can update the attachment description and, if available, the document category and subcategory of the files they uploaded.
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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.
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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.
You can also download attachments in the Oracle Inspector mobile app when you drill down to the Attachment Details page for the attachment.
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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.
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.
Working with Attachments in the Redwood Experience