Adding Contractor Licenses

Agency staff with appropriate permissions can manually enter individual contractor license information in the main contractor records shown in the list on the Contractors page.

Your agency may initially use an automated batch method to load multiple records from a file or an integration with an external licensing body. The batch method can also be used to update license records through an integration on a regular basis. For more information about adding or updating contractor licenses automatically, see Loading Contractor Licenses and Contacts.

For information about adding contractor licenses to a permit or planning application after it's been submitted, see Working with Contractors and Agents in Applications.

Here's how to manually add a contractor license to the contractor records:

1. Select Contractor > Contractors.

2. Click Add.

   The Add Contractor page displays the following the read-only information:

   Page Element	Description
   License Source	Identifies the license's status coming from the licensing body and brought in through integration with the external source. See Setting Up Contractor License Options.

3. In the License Number field, enter the license number that was issued by the licensing body.

4. Turn on the Contractor Approved switch to indicate that this license is available for use in applications.

5. If you do not integrate with an external licensing body, enter the following:

   Page Element	Description
   License Type	Select the license type for contractor licenses. Although your agency can create multiple license types as part of the contractor options, Oracle recommends using a single license type for contractors, and using license classifications to track the specific types of work that a contractor is licensed to perform. This field is not visible if you integrate with an external licensing body.
   License Status	Select the license status. Values include Active, Canceled, Expired, Suspended, Revoked, and Inactive. This field is available even when integration is active, but the initial value is based on the status from the external licensing body and the contractor options that map licensing body statuses to internal statuses. When you’re setting up the status rules in the contractor license options, you can indicate which statuses allow an application to be submitted. For more information, see Setting Up Contractor License Options.

6. If you use integration to get information from an external licensing body:

   1. Click Validate.

      This button is visible only when integration is enabled. The validation process uses the license number to retrieve additional details from the licensing body. When the process finishes successfully, it populates the rest of the fields on the page.

      It’s helpful to note that contractor selection in the application intake and the transaction details also automatically fills in the contractor fields. However, this information comes from the agency’s list of contractors that have already been validated. If the contractor isn’t in the agency contractor list, and an integration is available, the contractor information comes from the external source.

   2. Confirm the license status.

      The read-only Source Status field displays the status provided by the external licensing body. This value is updated any time you re-validate the license. Your contractor options map the source status to a status that comes from the set of statuses your agency assigns to licenses. If a source status is not mapped to an agency status, the default agency status is Other.

7. Enter, update, or review information about the business.

   You can enter or update data if you do not use integration. If integration is active, the fields are read-only.

   Business information includes these fields:

   Page Element	Description
   Business Name	The name of the contractor business.
   Owner Name	The owner of the contractor business.
   Ownership Type	The ownership structure for the business, such as Sole Proprietor or Partnership.
   Postal Code	The business address. The Country field displays US. As you enter a Postal Code, the type-ahead list shows values that include appropriate city and state combinations. After you select a value, the city and state appear as read-only fields, and two address fields appear so that you can enter the rest of the address. If you don’t know the postal code, click the Don’t know link to display a full set of address fields.
   Address Line 1 and Address Line 2	The business address. Only one address line is required.
   Phone	The phone number for the business.
   Email	The email address for the business.
   Issue Date	The date that the license was originally issued.
   Reissue Date	The date that the license was reissued after a period of inactivity or after it expired.
   Expire Date	The date that the license expired or is due to expire.

8. Enter, update, or review additional information about the business.

   You can enter or update data if you do not use integration. If integration is active, the fields are read-only.

   System-wide contractor options determine what additional information is available and how it is labeled. Your agency can change the section names on the Contractor License Sections page. If the agency displays all available information using the default labels, these sections appear:

   Section Name	Description
   Classifications	License classifications indicate the type of work that the contractor is licensed to perform. This grid lists a Code and a Description for each classification. If integration is not active and the fields are editable, selecting a code displays the associated description.
   Contractor Bond	Contractor bond information includes the Company Name (the bond issuer), Policy Number, Amount, Effective Date, and Cancellation Date.
   Other Bonds	Information for other bonds includes a Qualifier Name (the name of the qualifying individual on the bond) and the same fields that appear for contractor bonds.
   Workers' Compensation	Insurance information includes the Insurance Type (such as Workers’ Compensation), Company Name, Policy Number, Exempt status, Effective Date, Expiration Date, Cancellation Date, and Suspend Date.
   Attachments	Supporting documents can be added after license information has been saved. Attachment information includes the uploaded document, Document Category, and Document Subcategory. When you modify attachments in the contractor record details, you can add a reference to a person associated with the attachment in the Assigned To field. You can modify or delete an attachment only if you uploaded it.

9. To clear all information and start over, click the Clear button and go back to the step where you enter a license number.

10. Click Save.