Setting Up Terms of Use

The Terms of Use page stores rules and guidelines to which user must agree as a condition of using a service. The terms act as a legal contract. They are also known as Terms and Conditions or Terms of Service. When you set up a terms of use definition, you also specify the contexts where the definition is available. For example, you can specify that certain terms can be used for public user registration but not for permit, planning and zoning, or business license applications.

You add, modify, and delete terms of use definitions on the Terms of Use page. After setting up terms of use for a specific offering, you associate the terms of use ID with the application type.

Adding Terms of Use

1. Select Common Setup > Terms of Use.

2. On the Terms of Use page, click Add.

3. On the Terms of Use Details page, enter values for the following fields.

   Page Element	Description
   Terms of Use ID	Enter an identifier for the terms of use definition. If a definition changes over time, create multiple definitions with the same ID and new effective dates. The effective dates of the different versions must not have gaps or overlap.
   Effective Start Date	Enter the first day that the definition is valid.
   Effective End Date	Enter the date, if any, when the definition will no longer be valid. To keep the definition valid indefinitely, do not enter a date. If no date is specified, the field displays the text Open end date. After a definition is saved, the end date becomes read-only. Although you can’t make manual changes, the system can still update the end date to accommodate new effective-dated entries. For example, if the currently effective definition has an open end date, and you create a new definition with a later start date, the original definition’s end date changes to the day before the new definition goes into effect.
   Show All Dates	Click this button to access the effective-dated history of the definition. This button is not available during the creation of a new definition. On the page that displays this history, use the Add button to add a new effective-dated entry for the definition. The new entry inherits the same Terms of Use ID. You provide the new effective start date and other details for the definition. The system provides logic to prevent gaps or overlaps in the effective-dated history.
   Description	Enter a description of the terms of use. This is not part of the Terms of Use text that public users see.
   Usage	Select the Business License check box to make this terms of use definition available for business license applications. This option makes the definition available to the Terms of Use ID field on the Business License Type page. Note that it is also necessary to add the Terms of Use element to the business license application form. Select the Permits check box to make this terms of use definition available for permits applications. This option makes the definition available to the Terms of Use ID field on the Permit Type page. Note that it is also necessary to add the Terms of Use element to the permit form. Select the Planning and Zoning check box to make this terms of use definition available for planning applications. This option makes the definition available to the Terms of Use ID field on the Planning Application Type page. Note that it is also necessary to add the Terms of Use element to the planning application form. Select the Registration check box to make this terms of use available for registration functionality. This option makes the definition available to the Terms of Use ID field on the Public User Setup page. See Setting Up Public Users. You must select at least one check box.
   Content	Enter and format the detailed content of the terms to which a user must agree. This is the text that users see when they are asked to agree to the terms.

4. Click Save.

Modifying Terms of Use

1. Select Common Setup > Terms of Use.

2. Click a row on the Terms of Use page.

3. On the Terms of Use Details page, you can update the description, usage, and content.

4. Click Save.

Managing Effective-Dated Terms of Use Definitions

1. Select Common Setup > Terms of Use.

2. Click a row on the Terms of Use page to open the Terms of Use Details page.

3. Click the Show All Dates button to view the effective-dated history of the definition you opened.

4. Expand the Common Data section to see the Terms of Use ID.

5. Expand the History section to see a list of all effective-dated versions of this terms of use definition.

   This example illustrates the Terms of Use Details page that displays the effective-dated history of a terms of use definition.

   

6. Click in the Search date range to open a calendar and search for an effective-dated row.

7. System administrators can turn on the Correction Mode switch to change start and end dates or delete a historical row. When the switch is turned off, you can only delete the current effective-dated row and dates are display only.

8. Click the Add button in the History section to create a new version of the definition or click an effective-dated row to open the Terms of Use Details page for the specific dates.

   In the new definition, you can enter any of the data except for the Terms of Use ID.

Deleting Terms of Use

1. Select Common Setup > Terms of Use.

2. Click a row on the Terms of Use page.

3. On the Terms of Use Details page, click Delete.

   You are prompted to confirm the permanent deletion.