Reference Entity Overview

Reference entities are highly configurable, agency-defined objects or assets that can be associated with multiple permits and related inspections.

As independent objects, reference entities can store their own information, including descriptions, location, categories, contacts, and user-defined fields. For example, an agency might define a reference entity as a building with specific attributes such as individual floors, and associate it with various permits throughout its lifecycle. Even after a linked permit is completed, the reference entity remains active and available for additional permits.

Agencies can leverage the use of reference entities as independent objects which store their own information allowing these objects to have their own categories, permits, and inspections. Reference entities can be helpful for fire departments, environmental agencies, office buildings, and so on.

Enabling Reference Entities

Reference entities require setup steps in Functional Setup Manager prior to use within Oracle Permitting and Licensing. Here's how to enable reference entities for use with the Permits offering:

  1. Select Setup and Maintenance > Offering: Permits.

  2. Click Change Feature Opt In.

  3. On the Opt In: Public Sector Permits page, click the Enable check box for the Reference Entities option.

Setting Up Reference Entities

Once you've enabled the reference entity option, you'll set up reference entity types. Similar to a permit, for example, you'll first set up the definitions you'll incorporate into a reference entity, like auto-numbering, categories, GIS features, and so on. Then you'll create reference entity types, the reference entity intake form, and the reference entities themselves, which can be linked to a permit application.

The setup steps and configuration options involved in setting up the elements associated with a reference entity are in multiple places within the Oracle Permitting and Licensing system. The following table outlines the main steps you'll complete when setting up reference entities.

Setup Step

Description

Autonumbering

Set up autonumbering for reference entity types and the reference entities. For more information on autonumbering, see Setting Up Autonumbering.

Categories and Subcategories

Set up categories and subcategories as needed to categorize and group reference entities. For more information on setting up categories, see Setting Up Transaction Categories and Setting Up Transaction Subcategories.

Application Groups

Set up application groups. For more information on application groups, see Setting Up Application Display Groups.

GIS

Set up GIS feature services and map profiles. For more information, see Setting Up GIS Feature Services and Setting Up Map Profiles.

Reference Entity Types

Before you create the reference entity intake form, you need to create the reference entity type. For more information, see Setting Up Reference Entity Types.

Reference Entity Intake Forms

After creating the reference entity type, you create the intake form for that type.

You can also turn on the switch to show the reference entity in inspections for a permit when designing the data entry form.

For more information, see Using the Intake Form Designer for Reference Entities.

Enable Permit for Reference Entities

During application intake, a reference entity can be linked to a permit application. To enable a permit to accept reference entity links, you need to add the Reference Entities field group to the permit intake form design. For more information, see Using the Intake Form Designer for Permits.

Reference Entities

Create reference entities by completing the reference entity intake form and submitting it to add an active reference entity to the system. For more information, see Adding a New Reference Entity.

Note:

Once the reference entities are added and submitted into the system, they can be linked to a permit transaction that has been enabled to support reference entities. Reference entities that are set up by the agency to be inspectable can be selected when requesting and scheduling a permit inspection.