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 permit or planning 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 after submitting an application:

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 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.

Permit Applications

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

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 permit or planning application details:

Click the Permits or Planning Applications tile on the agency springboard.
On the applications list page, click the row for the application you are working with.
In the left navigation panel of the application details, expand the People section.
Select Contacts in the expanded section.

Use the search or filters for finding or viewing contacts.

Page Element	Description
Search	Enter text to filter or find contacts.
Active	Click to view only active contacts in the grid.
All	Click to view all contacts for the application, including inactive contacts.

You can also click the Export button to download the list of contacts.

Review the information for each contact in the grid.

Page Element	Description
Name	The name of the contact.
Title	The business title of the contact.
Business	The business name of the contact.
Email and Phone	The email address and phone number of the contact.
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 Applicant, Architect, Business Manager, and so on. For more information, see Setting Up Contact Types.
Primary Contact	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.
Role	The contact's identifying role. For example, Applicant and Previous Applicant.
Access	Indicates the type of access the contact has to the application: Full None The access level is based on the contact type and can only be updated to allow more access.
Active	Indicates whether this is an active contact or not.

On the Contacts page, go to the Actions column in the list of properties.

Click the three-dot Actions button to view a menu of the available actions for the contact.

Page Element	Description
View Details	Select to open the Contact details drawer with the contact information for this person. This action is available for each contact.
Make Primary Contact	Select to change the primary contact to this contact. This action automatically removes the primary contact designation from the previous primary contact, because you can only have one primary contact.
Make Applicant	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

There are two ways to add application contacts on the Contacts page; these options are available depending on your permissions.

Only system administrators and applicants can add contacts from the applicant's user profile by clicking the Select from saved contacts button.
The applicant, contacts with full application access, and agency staff can manually add contacts to the application by clicking the Add New Contact button.

Here's how to add a contact by selecting contact from the applicant's user profile:

Click the Select from saved contacts button on the Contacts page.
On the drawer, select a name from the Contact Name drop-down list.

Current contact information appears on the drawer. Enter or update details:

Page Element	Description
Contact Type	Search for and select a contact type from the drop-down list. The list includes the available contact types with a description and the access they have, which is set up by the agency administrator: Full None The access level is based on the contact type and can only be updated using the Access buttons to allow more access.
Active	Turn on the switch for active contacts and to update their contact information.
Access	Click the Full button to update the contact's access to allow full access. You can only allow more access to the contact when the default access is None.
Primary Contact	Turn on this switch to make the selected contact person the primary contact for this application. The primary contact can manage all contacts including the applicant.

If desired, update the contact's information, including name, business name, business title, email address, phone, and physical address. Turn on the switch to Update this contact in the applicant's account if you've made changes that should be saved to the applicant's account.
Click Add.

The contact appears as a new row in the grid.

Here's how to manually add a new contact:

Click the Add New Contact button on the Contacts page.
On the drawer, select a Contact Type from the drop-down list.
Turn on the Active switch to indicate this is an active contact.
In the Access section, click the Full button to update the contact's access to allow full access. You can only allow more access to the contact when the default access associated with the contact type is None.
Turn on the Primary Contact switch to make this contact person the primary contact for this application.

Note:
The primary contact can manage all contacts including the applicant.
On the Add new contact drawer, enter the new contact’s information, including name, business name, business title, email address, phone, and physical address.

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.
Turn on the switch to Add this contact to the applicant's account if the contact should be saved to the applicant's account.
Click Add.

The contact appears as a new row in the grid.

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 drawer, update the contact type and detail information.
- If the contact is the applicant, you can’t modify the name. This person will be identified as the applicant and active on the application unless you change the applicant. You can, however, change the contact type.
- All fields are available to update for contacts other than the applicant.
Turn on the Update Account switch to save updates to the applicant's account.
Click Update.

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.

On the Contacts page, click the three-dot Actions button to view a menu of the available actions for the contact you want to remove.
Click View Details to open the Contact details drawer with the contact information for this person. This action is available for each contact.
On the Contact details drawer, click Delete.