Setting Up Planning Application Expiration Rules
You can set up expiration rules for the different phases of the planning application lifecycle.
You set up expiration rules for planning applications to define:
When an inactive pending application expires.
When the entitlement expires.
First, you define the rules in an effective-dated group. After setting up the expiration rules, you add the rules group ID to the application type definition and periodically run batch rules processing to update permit expiration statuses.
Setting Up Expiration Rule Groups
Here’s how to set up the rule group:
Select
.On the Planning Expiration Group page, enter values for these fields:
Page Element
Description
Expiration Group ID, Expiration Group Name, and Description
Enter an ID for the expiration group, a group name, and description.
Subclassification
Select Not Applicable for a planning application or Pre-Application. Use Pre-Application if you are applying this group of rules to a pre-application transaction type.
Effective Start Date and Effective End Date
Enter the range of dates when the group is effective. If you want to leave the effective dates open-ended, don’t enter a date for the end date.
Note: You can't update the start date after saving the expiration group details.Show All Dates
Click to access the effective-dated history of the rules definition. This button is available after you create the first rule.
You can also search history by effective start date. Click Add to create a new effective-dated row for an expiration group.
Verify that the Enabled switch is turned on. The option is active by default for a new expiration group.
Create expiration rules in the Expiration Rules section.
Defining Expiration Rules
Here’s how to set up the details about the expiration rules in the group:
Select
.Click Add in the Expiration Rules section.
Enter values to create each rule:
Page Element
Description
Expiration Basis
Select the type of expiration for the rule, based on the status of the application:
Pre-application expiration – Applies only to pre-applications. Users must complete the pre-application within the specified period of time.
The expiration timeframe begins when the user saves the pre-application and ends when the user starts the planning application.
Inactive pending application – When the planning application is in a pending status, the user must submit the application before the expiration date.
The expiration timeframe begins when the user saves a planning application and ends with application submission.
Entitlement expiration – Applies only to entitlements for planning applications. Users must submit a permit application after the entitlement is issued and before the expiration date.
The expiration timeframe begins when the agency issues the completed entitlement and ends when the user submits the permit application.
Note: Because start and end dates require specific statuses, workflow processes must include status update tasks for Application Accepted (Accepted) and Certificate of Occupancy (Certificate) or Completed (Completed).Expiration Duration
Enter the amount of time that the user has before the expiration date.
About to Expire
Enter when you would like a notification to appear on the application that shows the user how long until the application expires. For example, you can enter 2 days to show that a pending application expires in 2 days.
Grace Period
Enter the amount of time the application is valid beyond the expiration date. For example, if a pending application expires in 30 days, you may provide a grace period of an additional 3 days.
Number of Extensions
Enter the number of allowed extensions beyond the expiration date. For example, to allow up to 2 extensions you would enter 2.
You can manually extend the expiration during the About to Expire and Grace Period timeframes, when the Extend link is available on the Overview page in the application details. This link is available only for agency staff with appropriate permissions. You can’t manually extend the expiration for applications in a pending status.
Both manual extensions and extensions that occur automatically due to inspection activity count toward the number of available extensions.
Verify that the Enabled switch is turned on for each rule. The option is active by default for a new expiration rule.
Click Save.
Setting Up Communication Rules
You can set up communication rules to send communications when the pre-application or planning application is about to expire or expired. Agency staff and the contact listed on the application receive the notifications. Click Add in the Communication column and select About to Expire, Expired, or both, and the recurrence of the communication.
Depending on the expiration communication rules you define, you must also set up communication templates for these delivered events:
About to Expire Pre-application – The communication event is triggered when the inactive pending application or pre-application is about to expire.
Expired Pre-Application – The communication event is triggered when the inactive pending application or pre-application expires.
About to Expire Planning and Zoning Application – The communication event is triggered when the inactive pending application or planning application is about to expire.
Expired Planning and Zoning Application – The communication event is triggered when the inactive pending application or planning application expires.
For more information about configuring the communication templates for the email or notification you want to send when the event occurs, see Setting Up Communication Templates.
Associating Expiration Groups with Application Types
After you create an expiration group, you associate the group of rules with a planning application type.
Select
.Click the row for the planning application type.
On the selected Planning Application Type page, enter the expiration group ID. You can look up the expiration group by expiration group name and description.
Click Save.
For more information see Setting Up Planning Application Types.
Running the Expiration Rule Process
After setting up expiration rules and adding an expiration rule group ID to the planning application type definition, you must set up expiration rule processing to periodically update the expiration statuses.
Run the process that updates permit and planning application expiration statuses on the Process Expiration Rules page, which you access by selecting
. Oracle recommends that you schedule expiration rules processing to run daily.For information about setting up expiration rules processing, see Updating Application Expiration Status.