Setting Up Reference Entity Types

Define the types of reference entities supported by an agency. You add a reference entity type on the Reference Entity Type Details page, then you create the form for entering reference entities into the system.

You would create a reference entity type similar to creating a permit type. After the type is defined, you create the associated reference entity form to enter reference entities into the system.

Your agency can use custom fields to include any additional information you want to collect in addition to the standard general, address and location, and contact information.

Select Setup and Maintenance > Setup: Public Sector Permits > Reference Entities > Manage Reference Entity Type.

On the New Reference Entity Type page, enter values in the fields:

Page Element	Description
Classification	The classification indicates that this is a reference entity type definition. This value can't be changed.
Subclassification	Displays the default value, Not Applicable. This value can't be changed.
Reference Entity Type	Enter a name for the type of reference entity.
Reference Entity Type ID	Enter a unique alphanumeric code or short name for the reference entity type. Do not use special characters, including symbols, punctuation, or spaces.
Autonumber Rule	Select the autonumbering rule to increment numbers for reference entities. You can delete an autonumbering rule when it isn’t being used by any transaction types. Caution: The system-generated ID is based on the autonumber rule definition. Therefore, when selecting the autonumber rule, you must ensure that its rule definition generates a unique ID. Failing to do so can result in duplicate IDs, which will cause issues in the reference entity. For more information, see Setting Up Autonumbering.
Description	Enter a user-facing description of the reference entity type. This description appears under the reference entity type name and can help agency staff understand the purpose of the reference entity type.
Additional Information URL	Add a URL for agency staff to click to view more information helping to describe a reference entity.
Status	Select from the list to indicate the reference entity type status: Preliminary: The definition type is being defined but isn't available for use. Ready: The definition type is ready to be accessed from the landing page for testing or production use, depending on the environment. Void: The transaction type is no longer available. Note: The form design can be in published status or draft status and be set to Ready. In draft status, the form can be accessed from outside the form designer for testing purposes in the development or test environment. For more information on testing intake forms, see Testing Intake Forms.
Form Design Status	A read-only field indicating whether the form design is published or currently being developed. Draft: The form design is currently being created or modified. Form designs in draft status are not migrated to other environments and can’t be cloned. Published: The form design is complete. Form designs in published status can be migrated to other environments and can be cloned.
Public User Enabled	Select from the list to indicate whether the intake form can be accessed and by which user types: Enabled for all users: Only registered public users and agency users can access the intake form. Enabled for registered users: Only registered public users and agency users can access the intake form. Not enabled for public users (default): Only agency users can access the intake form. Note: Currently, Enabled for all users and Enabled for registered users have equivalent access.
Category	Select a category that you want to associate with the reference entity type. For more information, see Setting Up Transaction Categories.
Subcategory	Select a subcategory that you want to associate with the reference entity type. For more information, see Setting Up Transaction Subcategories.
Application Group	Select an application group that you want to associate with the reference entity type. For more information, see Setting Up Transaction Groups.
GIS Mapping	Enable this switch to allow attributes to be mapped to a GIS map layer. You map the attributes on the second page of the Form Designer. Click Next at the top right of the form design. For more information, see Setting Up Map Profiles.

For more information about how this information is displayed in the reference entity data entry form, see Adding a New Reference Entity.

To access the Intake Form Designer to create the intake form for your reference entity, click Design Form. For more information on creating intake forms for reference entity types, see Using the Intake Form Designer for Reference Entities.