Setting Up Business License Expiration Rules

You can set up expiration rules for business licenses and consultations that will be associated with the business license types your agency offers.

You can set up expiration rules for business licenses to define:

• When an inactive pending application expires.

• When the business license expires based on either a fixed date or when the license was issued.

For business license consultations, you can set up rules to define when an inactive pending application expires or when the consultation recommendations expire. As you set up the expiration rules, keep in mind the type of business license the rules are for.

First, you define the rules in an effective-dated group. After setting up the expiration rules, you add the rules group ID to the business license type definition and periodically run batch rules processing to update the expiration statuses. Oracle recommends that you schedule expiration rule processing to run daily.

Setting Up Expiration Rule Groups

Here’s how to set up the rule group:

1. Select Business License Setup > Business Expiration Group.

2. Select Add on the Expiration Group page.

   You enter values for these fields on the Business License Expiration Group page to define the group.

   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 business license or Consultation for a business license consultation. Use Consultation if you are applying this group of rules to a business license type definition with a consultation subclassification.
   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. See the next section for details about the history data.

3. Verify that the Enabled switch is turned on. The option is active by default for a new expiration group.

4. Create expiration rules in the Expiration Rules section.

Expiration Group History Data

The PBusiness License Expiration Group – History Data page shows the list of rules definition records with their effective date history. You can search history by effective start date. Click Add to create a new effective-dated row for an expiration group.

You can delete effective dated entries using the Delete icon in each row. You can only delete effective dated rows that have their effective end date in the future or are open ended. The Delete option is not available for effective dated rows that have the start and end dates earlier than the current date.

Note: Only the agency staff with the job role PSC_MANAGE_EFFECTIVE_DATES_PRIV assigned to them can delete an expiration group with any effective dated entry. Turn on the Correction Mode switch to enable deletion of the record. The Delete option will appear for the rows on the History Data page as well as on the Permit Expiration Group page. Also note that only when the Correction Mode is enabled, you can update the effective start date for the expiration group.

Defining Expiration Rules

Here’s how to set up the details about the expiration rules in the group:

1. Click Add in the Expiration Rules section on the Business License Expiration Group page.

2. Select the Expiration Basis for your rules. The expiration basis is the type of expiration rule you are defining. For business licenses, you can create these rules:

   • Inactive pending application

     When the business license application is in a pending status, the applicant must submit the application before the expiration date.

     The expiration timeframe begins when the applicant saves a business license application and ends when the application is submitted.

   • License expiration - fixed date or License expiration - issued date

     You must select whether the license expiration is based on a fixed date or when the license is issued. For example, if you want to set up the license to expire every year on June 30, you select the fixed date expiration rule. You must enter the expiration interval for licenses that expire on a fixed date. You define whether the license expires monthly, quarterly, yearly, and so on. Or you can set up the rules so that the license is valid for an amount of time, such as 6 months, from the time when the license was issued.

     Both fixed date and issued date expiration rules are initiated when the business license has an Active status.

   • Consultation expiration

     This rule type is only available when the expiration group subclassification is Consultation.

     The expiration timeframe begins when the business license consultation is complete and recommendations have been made. The business owner must submit the business license application before the consultation findings expire, as defined by the rule.

3. For each expiration basis, you enter details to define the rule.

   Page Element	Description
   Expiration Period	Enter the amount of time that the user has before the expiration date. For example, the applicant must submit an application within 30 days before the application expires, or a license is valid for 1 year from when it was issued. For fixed-date expirations, enter the date the license expires.
   About to Expire	Enter when you would like a notification to appear on the application or license that shows the user how long until the application or license expires. For example, you can enter 5 days to show that a pending application expires in 5 days.
   Grace Period	Enter the amount of time the application, license, or consultation findings are valid beyond the expiration date defined in the rules. The grace period for the inactive pending application rule is the amount of time the business is allowed to submit the application after the pending application expires. For the consultation expiration rule, the grace period is the amount of additional time that the consultation findings are valid after the consultation expires. If the business renews during the grace period defined in the license expiration rule, no penalties and interest are charged.

4. Verify that the Enabled switch is turned on for each rule. The option is active by default for a new expiration rule.

5. Click Save.

Setting Up Communication Rules

You can set up communication rules to send communications when the application, license, or consultation is about to expire or expired. Agency staff and the business owner listed on the application, license, or consultation 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 business license – The communication event will be triggered when the inactive pending application or license is about to expire.

• Expired business license– The communication event will be triggered when the inactive pending application or license expires.

• About to expire business license consultation– The communication event will be triggered when the inactive pending consultation application or license consultation is about to expire.

• Expired business license consultation– The communication event will be triggered when the inactive pending consultation application or license consultation 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.

Caution: After setting up communication rules, you must periodically run batch expiration rule processing to update the About to Expire and Expired statuses. The system updates the statuses and sends out the communications according to the setup. Oracle recommends that you schedule expiration rule processing to run daily.

Associating Expiration Groups with Business License Types

After you create an expiration group, you associate the group of rules with a business license type.

1. Select Business License Setup > Business License Type > Transaction Type.

2. Click the row for the business license type.

3. On the selected Business License Type page, enter the expiration group. You can look up the expiration group by expiration group name and description.

4. Click Save.

For more information see Setting Up Business License Types.

Running the Expiration Rule Process

After setting up expiration rules and adding an expiration rule group ID to the business license type definition, you must set up expiration rule processing to periodically update the expiration statuses.

Run the process that updates transaction expiration statuses on the Process Expiration Rules page, which you access by selecting Common > Process Expiration Rules. Oracle recommends that you schedule expiration rules processing to run daily.

For information about setting up expiration rules processing, see Updating Application Expiration Status.