Applying Conditions to Licenses

Agency staff manage the conditions that are applied on a license. The Conditions page lists all of the conditions applied to the selected license, with applied conditions followed by resolved conditions. You can view, update, apply, and resolve conditions applied by the agency.

Access the Conditions page in the license details. One way to do that is to select the Licenses tile on the Agency Springboard. On the Licenses list page, click the row for the license you are working with.

The condition indicator in the header of the details pages displays the most severe condition having a high priority. Click the Conditions tab in the left-hand navigation panel next to see a list of applied conditions, including the condition name, severity, source, source reference, display message, and when the condition was applied on the Conditions page. Click a license condition row to open the Conditions details drawer.

Note:

The condition indicator is displayed on all pages across associated transactions. If more than one active condition is applied, the most severe condition is identified. A condition is active until it is changed to Resolved.

Applying a Condition to a License

Agency staff can manually apply conditions to licenses. Agencies can also configure the system to automatically apply conditions when a credential associated with a license expires. For information about conditions based on credential expiration, see Setting Up Credential Conditions.

Here's how to manually apply a condition to a license:

1. On the Conditions page, view the list of applied and resolved conditions. Click Apply Condition.

2. On the Apply new condition drawer, select a condition name from the drop-down list.

   After you select a condition, the condition information is brought in as it was defined in the condition setup. You can override the default rules, priority, description, and additional information to customize the condition.

   For more information about defining conditions and their rules, see Setting Up Conditions.

3. Let's take a look at the fields you can review for the selected condition:

   Page Element	Description
   Display Message	Displays the message associated with the selected condition. This message is entered by your agency administrator in the setup page and can't be updated here.
   Severity	Displays the level of severity defined for the selected condition. Lock: This severity suspends all operations and selects all condition rules for the condition. Hold: This severity enables agency staff to select the condition rules that apply to the condition. Notice: This severity functions as an alert and has no effect on operations.

4. Accept the default or update the Condition Rules in the Details section. Select one or more of the available rules:

   • Prevent Application Progress

   • Prevent Business License Amendment

   • Prevent Business License Renewal

   • Prevent Workflow Advancement

   • Prevent Issue or Final

   • Prevent Payment

   • Prevent Inspection Schedule

   • Prevent Inspection Result

   • Prevent Final Inspection

   The Prevent Application Progress rule is only applicable to conditions on persons, parcels, property addresses, business licenses, and contractor licenses. The Prevent Workflow Advancement rule is only available when the Apply Condition to Transactions switch is turned on.

   Note:

   For a condition with a Hold severity, you can accept the default rules or select different rules. For a condition with a Lock severity, all condition rules are automatically applied and can't be changed.

   Condition setup determines the default selection of the Amendment and Renewal rules on this drawer. When applying the condition, you decide if you want to apply the condition to prevent amendment or renewal applications for this license, or both. You must select at least one of the rules.

   When a condition is applied, users can't proceed with the amendment or renewal process until the applied license conditions are resolved. See Applying for a Business License Renewal and Applying for a Business License Amendment.

5. Accept the default or update these fields:

   Page Element	Description
   Priority	Select a priority for the condition. Values are High, Medium, and Low.
   Description	Displays the description entered by your agency administrator in the condition setup page, but you can update the text here.
   Additional Information	Displays additional information entered by your agency administrator in the condition setup page, but you can enter new information here.
   Apply Condition to Transactions	Applies the condition to new applications or transactions that will be associated with the selected license. Turn off the switch if you want the condition to be applied only to the license you're working with. The condition setup determines whether this switch is turned off or on by default.
   Include in-process transactions	Turn on this switch if you want to apply the condition to transactions already in process that are associated with this license. This option appears only if the Apply Condition to Transactions switch is turned on. You can click the View Impacted Transactions button to view the list of transactions where the condition will be applied.

6. Click Apply.

Resolving a Condition

You can resolve a condition that you applied to a license like this:

1. Access the Conditions page for the license you are working with.

2. Click the Resolve button for the condition you want to resolve.

3. On the Resolve condition drawer, enter a description of how the condition was resolved in the Resolution Action field.

4. Turn off the Resolve conditions applied to transactions switch if you want to resolve this condition alone, without affecting the transactions associated with the license. This switch appears only if the condition was applied with the Apply Condition to Transactions switch turned on.

   Turn on the Resolve conditions applied to transactions switch to resolve the condition that was initially applied automatically to the transactions when this condition was created.

5. Use the View Impacted Transactions link to access a page that lists all impacted business license transactions or applications.

6. Click the Resolve button.

Modifying a Condition

You can modify a condition that you applied to a license. Any changes you make won't be copied over to the existing business license transactions. You can't modify a resolved condition.

On the Conditions page for the license you're working with, click the condition row. On the Condition details drawer, you can update the rules, priority, description, and additional information for a condition with a Hold severity. For conditions with a Lock or Notice severity, you can update the priority, description, and additional information. If you enable the Apply Condition to Transactions switch, then the changes you save will be applied to new transactions. Click Save.

Caution:

Once a condition is saved, you can't make changes to the Apply Condition to Transactions and Include in-process transactions fields.

Viewing a Resolved Condition

On the Conditions page for the license you're working with, click the Resolved filter to view the resolved conditions. Click a resolved condition row. On the drawer, you can view the details of the condition and its resolution, including this information:

• Resolve condition applied to transactions

• Resolution Action

• Resolved Date

• Resolved By

Click Cancel to return to the Conditions page.