Setting Up Agencies
An agency is an organization that offers a range of services to its constituents, including issuing permits and licenses. You set up a variety of agency-level settings, including options for plan reviews and inspections, on the Agency Details – Agency Information page.
Oracle Permitting and Licensing doesn't currently support multiple agencies, so you can set up exactly one agency, with agency ID 1.
Here's how to go to the Agency setup:
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When starting from Home with Ask Oracle, select Setup and Maintenance of Offerings to access the Functional Setup Manager.
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Select .
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On the Agency page, click the row for your agency.
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On the Agency Details page, select the Agency Information tab.
Managing Agency Information
Administrators add and modify agency information on the Agency Details – Agency Information page.
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On the Agency Details page, click the Agency Information tab.
Enter values for these fields in the General section:
Page Element
Description
Agency ID
Enter the number 1 as the ID for your agency.
Name
Enter a name for the agency.
Description
Enter a short description for the agency.
Country
Enter the country in which the agency is located.
Currency
Enter the currency that the agency uses for financial transactions.
This value is informational only. It does not affect the currencies for fees, cash drawers, or payment adaptors.
Time Zone
Select your agency’s local time zone. All times displayed in Oracle Permitting and Licensing use this time zone.Time Format, Date Format, and Number Format
Select the default formats that the agency uses to display times, dates, and numbers for anonymous users.
Oracle Policy Automation ID
Enter the unique identifier for an agency-wide Oracle Intelligent Advisor policy model.
Oracle Intelligent Advisor is a separate Oracle product. Oracle Intelligent Advisor policy models provide logic models for questionnaires that help public users determine which applications they need to complete.
The policy model that you enter here is used by offerings that do not have an offering-specific policy model. To specify an offering-level policy definition, select the Features tab on the Agency Information page, then click the Options link for the offering.
For more information on Oracle Intelligent Advisor, see Overview of Oracle Intelligent Advisor Configuration.
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In the Payments section, you can configure the payment settings.
Page Element Description Partial Payments
Select a value to indicate whether partial payment is allowed only for agency users, allowed for all users, or not allowed.
Payment Allocation Order
Select a value to prioritize the payment allocation either as oldest or newest. The selected order first applies to the applications and then the fees.
- In the Property section, you can configure these property
settings.
Page Element Description Parcel Owner Format
This field is reserved for future functionality. Currently, regardless of your selection, parcels have one field to identify the parcel owner and an additional field to identify a secondary owner.
Hide property owners from public users
Turn on this switch to hide property owner information from public users.
Users can create a new address on applications
Enables registered users to create a new address on the Search Property page during application intake.
Identify and import property information using GIS
Enables registered users to identify and import property information using the GIS.
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In the Business section, you can configure these business settings.
Page Element Description Business Number Rule
Select the autonumbering rule to increment numbers for businesses.
Note:This field is required if the Business Licenses offering is enabled for your agency. Autonumbering rules need to be defined after you create the agency, so be sure to return to the agency pages to add the business number rule that you define.
Location Number Rule
Select the autonumbering rule to increment numbers for business locations.
Note:This field is required if the Business Licenses offering is enabled for your agency. Autonumbering rules need to be defined after you create the agency, so be sure to return to the agency pages to add the location number rule that you define.
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In the Search section, you can search an agency using the default search filter or type.
Page Element Description Default Search Filter
Select a default search filter. The available search filters are Address, Parcel, and Owner.
Default Search Type
Select the default search type. The available search types are Starts with and Contains.
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In the Copy Applications section, you can define the number of copies that can be created for an application.
Page Element Description Maximum Copies Allowed
Use the increment and decrement buttons to increase or decrease the number of copies that can be created for an application at a time. By default, this is set to five, but the agency can enter any number between 0 to 100.
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The fields in the Business Rules Framework section apply to setting up email notifications for business rules in a status of Error and for setting up automated retries for unsuccessful business rule actions.
For more information on setting up email notifications and automated action retries, see Viewing Business Rule Logs and Scheduling Automated Retry.
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In the Plan Reviews section, you can set up plan reviews with these options for both the Permits and Planning and Zoning offerings.
Page Element Description Default Plan Review Date Type Filter
Select a default value for the date type filter on the Plan Reviews console page for agency staff:
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Cycle Due - The date when the plan review cycle is scheduled to be completed.
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Cycle Created - The date when the plan review cycle was created.
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Reviewer Due - The date by which the plan reviewer must provide a decision.
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Reviewer Decision - The date when the plan reviewer provided a decision.
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Cycle Decision - The date when the cycle decision was provided.
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All Dates - All date types.
Default Plan Review Date Filter
Select a value in the time period filter to correspond with the date type filter on the Plan Reviews console page for agency staff:
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Today
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Yesterday
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Tomorrow
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Last 14 Days or Next 14 Days
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Last 30 Days or Next 30 Days
You can't select specific dates as the default date value.
Exclude Saturday and Sunday
Turn on this switch to calculate plan review due dates not counting Saturday and Sunday. The holiday calendar is always taken into account to exclude holidays.
For more information. see Setting Up Plan Review Due Dates.
For more information about the agency's Plan Reviews list page, see Using the Plan Review Console.
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In the Inspections section, you can set up inspections with these options for both the Permits and Business Licenses offerings.
Page Element Description Default Inspection Status Filter
Select a default value for the inspection status filter on the Inspections list page for agency staff displayed using the Redwood Experience:
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Pending - Displays inspections with no inspector assigned and the status is Pending.
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Requested - Displays inspections that were requested and the status is Requested.
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Scheduled - Displays inspections that were scheduled and the status is Scheduled.
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Completed - Displays inspections with a Completed status.
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Canceled - Displays inspections with a Canceled status.
This field is optional but defaults to Requested for a new agency or offering implementation. If the default value is blank, inspections with any of the listed status types are displayed.
Note:This field is only available when your agency has enabled the agency's Inspections list page using the Redwood Experience in the Functional Setup Manager.
Default Inspection Date Filter
Select a value in the time period filter to correspond with the date type filter on the Inspections list page for agency staff displayed using the Redwood Experience:
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Today
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Yesterday
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Tomorrow
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Next Week or Last Week
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Next Month or Last Month
Inspection Count Limit
Enter the maximum number of inspections in a day that can be assigned to an inspector. The default value is 20.
Note:The Default Inspection Date Type Filter field is displayed only when the classic Inspections list page has been enabled in the Functional Setup Manager.
For more information about the Inspections list for agency staff, see Managing Inspections for an Agency.
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In the Application section, you can do this setup:
Page Element Description Automatic Saving for Intake Forms
Enables agencies to automatically save the applications for intake forms. Enable images on apply page
Enables agencies to attach images to display group definitions. The images can help convey the type of applications within that group. After enabling, you can use the Application Display Group Details page to upload an appropriate image for that display group.
For more information, see Setting Up Application Display Groups.
Guest users can estimate fees
Enables guest users (that is, nonregistered users) to estimate fees prior to submitting an application.
For more information, see Estimating Fees.
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Click Save.
Adding an Agency Address
Administrators add and modify agency addresses on the Agency Details – Addresses page.
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On the Agency Details page, select the Addresses tab.
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On the Addresses page, and the + Add button.
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On the Addresses drawer, enter values for the following fields:
Page Element
Description
Address ID
Enter a unique ID for the address.
From Date and To Date
Enter the date range for which the address is valid.
Address fields
The address fields comprise the agency address.
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The Country/Region field displays United States.
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Enter the street address in Address Line 1 and Address Line 2.
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Select a city from the City drop-down list. The options are displayed with the city and state combination. When you select the city, the state is automatically added to the State field.
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After you select a city and state, click the Postal Code drop-down list, where the appropriate postal code for the city and state appears.
Primary
Turn on the switch to indicate that this is the primary address for the agency. An agency may have only a single primary address.
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Click Save.
Modifying or Deleting an Agency Address
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On the Agency Details page, select the Addresses tab.
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On the Addresses page, click an address row.
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On the Addresses drawer, you can do this:
Update the agency address field values.
Note:You can't change a primary address row to nonprimary one. Instead, when you update a nonprimary row to primary, all other address rows are saved as nonprimary.
Click Save to save your changes.
Delete the address. Click Delete for the address on the drawer. You will be prompted to confirm the permanent deletion.
Note:You can't delete the primary address; select a different address as primary first, then delete the address.
Click Save.
Adding Agency Languages
On the Agency Details page, select the Languages tab.
For information on adding languages and establishing language defaults for an agency, see Setting Up Languages.
Configuring Agency-Level Options for Specific Offerings
On the Agency Details page, select the Features tab.
The Features tab lists the Public Sector offerings that are enabled in Functional Setup Manager (FSM) for your agency. Use the Review Options button to configure offering-specific settings.
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Planning Applications: Setting Up Agency-Level Options for Planning Applications
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Code Enforcement: Setting Up Agency-Level Options for Code Enforcement
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Business Licenses: Setting Up Agency-Level Options for Business Licenses
Configuring Agency-Level Email
On the Agency Details page, select the Email Configuration tab.
For more information about managing the agency sender email address used in communications such as ad hoc communications, see Setting Up Agency-Level Email.
Setting Up Related Transaction Linking
The Related Transactions tab allows you to set up access for your users to link their applications with other related transactions. You control the way related transactions are linked with applications based on whether an applicant or a contact user is working with the application.
On the Agency Details page, select the Related Transactions tab.
Turn on the switches to allow linking related transactions for applicants and contacts:
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Applicants can link transactions to only their own applications
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Applicants can link transactions to any application
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Contacts can link transactions to any application that they manage
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Contacts can link transactions to any other application
If none of the setup options are turned on, then the Link and Actions options on the Related Transactions page won't be available for applicants and contacts.
Click Save.