Manage contractors and contacts during application acceptance

Applicants and agency staff can update contractor and contact information for permit and planning applications returned for resubmittal when manual prescreening or processing using the Application Acceptance workflow agent is incomplete. Applicants make changes in application intake. Agency staff and administrators can make the same changes in application intake and on the application details page. Application contacts have view-only access.

Access and availability

Here are the statuses when a user can manage the contractor and contact information:

Application and prescreening status

Application status and prescreening status

User

Access

Awaiting Resubmittal and Incomplete

Applicant

Can update contractor and contact information in application intake.

Awaiting Resubmittal and Incomplete

Agency staff and administrators

Can update contractor and contact information in application intake and on the application details page.

Awaiting Resubmittal and Incomplete

Application contacts, including contacts with full access

Can view contractor and contact information but can't access application intake or make changes from the application details page.

Awaiting Resubmittal with a prescreening status other than Incomplete

All users

Contractor and contact information is read-only.

Submitted

Existing authorized users

Existing behavior continues: users can add and update contractor and contact information, but can't delete it.

Overview of contractor and contact updates

Authorized users can perform these actions when contractor and contact information is editable:

Authorized user actions

Action

Result

Add or delete a contractor

New contractor licenses default to In Use. Deleting a contractor also deletes its associated contractor contacts.

Set a contractor to In Use or Not In Use

Setting a contractor to Not In Use marks its associated contractor contacts as inactive.

Add, delete, or update contacts

Users can set contacts to Active or Inactive and manage contractor contacts.

Business Benefit: This feature enables applicants and agency staff to resolve contractor and contact issues identified during application prescreening without creating a new application or relying on agency intervention for every correction. It helps agencies receive more complete resubmissions while ensuring that only valid, active contractor information is used to progress an application.

Steps to enable and configure

The "Awaiting Resubmittal" status is only available when an agent requests resubmittal in the AI-enabled Application Acceptance. The AI-enabled Application Acceptance feature is a pre-requisite to this feature and must be enabled to use this feature. See the AI-enabled Application Acceptance feature in this documentation for more information. 

Tips and considerations

No additional feature setup is required. Existing contractor validations, contractor conditions, and application-type requirements continue to determine whether an application can be submitted.

Here's more information about validation and processing:

  • A contractor marked In Use is evaluated against configured contractor validations and conditions that can prevent application progress.
  • Users can't resubmit an application if an in-use contractor has a blocking condition or fails a configured validation that prevents submission.
  • Setting a contractor to Not In Use excludes that contractor from contractor validation and condition checks.
  • If the application requires at least one contractor, users can't resubmit when all contractors are set to Not In Use.
  • For applications in Submitted status, a contractor with a blocking condition can't be changed from Not In Use to In Use.

Key resources