Setting Up Permit Expiration Rules

You can set up expiration rules for the different phases of the permit application lifecycle.

You set up expiration rules for permit applications to define:

• When an inactive pending application expires.

• When the application expires.

• When the permit 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. You can track updated application expiration statuses on the transaction list page and the permit’s expiration status on the Overview page in the permit details.

Note: Because expiration 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). See Setting Up Transaction Statuses and Using Workflow.

Setting Up Expiration Rule Groups

Here’s how to set up the rule group:

1. Select Permit Setup > Permit Expiration Group > Permits.

2. On the Permit 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.
   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 Permit 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. Select Permit Setup > Permit Expiration Group > Permits.

2. Click Add in the Expiration Rules section.

3. Enter these 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: Inactive pending application – When the application is in a pending status, users must submit the application before the expiration date. The expiration timeframe begins when the user saves an application and ends with application submission. Application expiration – Users must complete permit requirements such as the plan review before the permit can be issued. If the permit is not issued by the expiration date, the application and all tasks are canceled. The expiration timeframe begins when the agency accepts application and ends when the permit is issued. Permit expiration – Users must complete the final inspection before the permit expires. The expiration timeframe begins when the agency issues the permit and ends when the Certificate of Occupancy is issued or the permit is completed. Note: Because expiration 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). See Setting Up Transaction Statuses and Using Workflow.
   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. You can manually extend a permit on the Overview page in the transaction details during the about to expire period. For example, if the about to expire period is 15 days, the permit can be manually extended starting at 15 days before the expiration date.
   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 want to provide a grace period of an additional 3 days. You can also manually extend a permit on the Overview page in the transaction details during the grace period.
   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.

   Note: In the fields for Expiration Duration, About to Expire and Grace Period, the number you can add is limited to a 3-digit value. For example, the highest value you can add for any of these fields is 999.

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 permit application or permit 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 Permit – The communication event is triggered when the inactive pending application, application, or permit is about to expire.

• Expired Permit – The communication event is triggered when the inactive pending application, application, or permit 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.

Setting Up Automatic Permit Extensions

After you add a permit expiration rule, you have the option to automatically extend a permit’s validity based on inspection activity. This is how it works: You define whether the extension occurs only when the inspection is completed with a pass result or any result, and specify the duration of the extension in number of days. Automatic extensions are counted toward the number of available extensions defined in the rule. Agency staff with system administrator permissions can still manually extend the expiration.

Here’s how to automatically extend a permit:

1. Select the option to automatically push out the permit expiration date.

2. In the Result field, select one of the options:

   • Any Result: Extend the expiration date when an inspection is completed regardless of the inspection result.

   • Pass Only: Extend the expiration date only when an inspection is complete with a passing result.

3. In the Extension Duration fields, select the number of days, months, or weeks to extend the permit.

You might have multiple inspections for a permit, in which case the system extends the permit with each completed inspection.

If you have communications set up, notifications are sent when the extended permit is about to expire or when it expires. You must run expiration rule processing to update the statuses and send communications.

Setting Up Permit Expiration Based on Inspection Activity

When you set up inspection commencement rules, permits will automatically expire due to inactivity if the first inspection is not scheduled or does not pass within a specified period of time after permit issuance. A notification is sent out when the permit is about to expire based on the inspection activity.

Here’s how to set up a permit to expire based on the inspection commencement:

1. Create a rule for permit expiration.

2. Select Permit expires based on inspection commencement.

3. Select the timeframe the permit is valid after issuance in the Expiration Duration fields, during which the first inspection must be scheduled or pass.

4. In the inspection commencement date field, select one of the options:

   • Schedule date: The first inspection must be scheduled by this date for the permit to remain active.

   • Pass date: The first inspection must pass by this date for the permit to remain active.

Depending on the communications you defined for the permit expiration rule, notifications are sent when the permit is about to expire or when it expires.

Associating Expiration Rules with Permit Types

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

1. Select Permit Setup > Permit Type > Transaction Type > Permits.

2. Click the row for the permit type.

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

4. Click Save.

For more information about assigning rules to a permit type, see Setting Up Permit Types.

Running the Expiration Rule Process

After setting up expiration rules and adding an expiration rule group ID to the permit 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 Common > Process Expiration Rules. Oracle recommends that you schedule expiration rules processing to run daily.

Caution: You must periodically run batch expiration rule processing to update the about to expire and expired statuses for permits that have been extended. The system updates the statuses and sends out the communications according to the setup.

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