Setting Up Permit Types

Define the types of permits supported by an agency. You add a permit type and associate workflow process definitions on the Permit Type definition page.

Before you can create an application form, you must first create a permit type on the permit type definition page.

Adding Permit Type Definitions

1. Select Permit Setup > Permit Type > Permits.

2. On the Transaction Type – Permit Types page, click the Add button.

3. On the Permit Type page, enter values for the following fields:

   Page Element	Description
   Classification	Displays the type of application. The classification for this page indicates this is a permit application.
   Subclassification	For use with planning applications. Accept the default value, Not Applicable.
   Permit Type	Enter a name for the type of permit type.
   Permit Type ID	Enter a unique alphanumeric code or short name for the permit type. Do not use special characters, including symbols or punctuation, or spaces.
   Status	Select from the following to indicate the permit type status: Preliminary: The permit type is being defined but is not available for use. Ready: The permit type is ready to be accessed from the landing page for testing or production use, depending on the environment. Void: The transaction type is no longer available. Note: The form design can be in published status or draft status and be set to Ready. In draft status, the form can be accessed from outside the form designer—such as the Apply page—for testing purposes in the development or test environment. For more information on testing intake forms, see Testing Intake Forms.
   Form Design Status	A read-only field indicating whether the form design is published or currently being developed. Draft: The form design is currently being created or modified. Form designs in draft status are not migrated to other environments and can’t be cloned. Published: The form design is complete. Form designs in published status can be migrated to other environments and can be cloned.
   Autonumber Rule	Select the autonumbering rule to increment numbers for permits. You can delete an autonumbering rule when it isn’t being used by any transaction types. Caution: The system generated permit ID is based on the autonumber rule definition. Therefore, when selecting the autonumber rule, you must ensure that its rule definition generates a unique permit ID. Failing to do so can result in duplicate permit IDs, which will cause issues in the permit. For more information, see Setting Up Autonumbering.
   Valid from Date and Valid to Date	Enter a range of dates when this permit type is valid. The default from date is the current date. The default end date is Open. You can update these dates as needed.
   Public User Enabled	Select from the following to indicate whether the intake form can be accessed and by which user types: Enabled for all users: Only registered public users and agency users can access the intake form. Enabled for registered users: Only registered public users and agency users can access the intake form. Not enabled for public users (default): Only agency users can access the intake form. Note: Currently, Enabled for all users and Enabled for registered users have equivalent access.
   Contractor Validation	Enter a contractor validation group with license requirements that must be met for permits with this permit type. Agencies can decide whether to prevent application submittal if the criteria aren't met. For more information, see Setting Up Validation Groups.
   Application Group	Select a permit application group that you want to associate with the permit type. For more information, see Setting Up Transaction Groups.
   Category	Select an application category that you want to associate with the permit type. For more information, see Setting Up Transaction Categories.
   Subcategory	Select an application subcategory that you want to associate with the permit type. For more information, see Setting Up Transaction Subcategories.
   Document Group	Select a document group to manage attachments for the application type. When you specify a document group, document attachments can be classified into categories and subcategories during the application process and when you upload files. Then you can see the category for a document on the attachments page in the application details. If you add a document group to this permit type and the document group includes document categories that are configured to identify required documents, the Required Documents section appears on the application intake form and the Attachments page in the permit details. The system checks for uploaded attachments with the required category or category and subcategory pair at different steps in the application and displays an error if the required documents haven't been added. For more information about required documents, see Setting Up Required Documents. For more information, see Setting Up Document Groups.
   Fee Schedule	Select a fee schedule that you want to associate with the permit type. A department is required if the permit type has a fee schedule ID. For more information, see Setting Up Fee Schedules.
   Bill Type	Select a bill type to associate with the permit type. The billing type identifies the type of invoice that can be generated from the record. The bill type is required. For more information, see Setting Up Bill Types.
   Department	Select a department that you want to associate with the permit type. A department is required if you add a Fee Schedule ID to the permit type. If a department is specified on the Fee Item setup page, the fee item department overrides the department specified here on the permit type. For more information, see Setting Up Departments.
   Terms of Use ID	Select a terms of use definition to associate with the permit type. When you set up terms of use, you can make the terms available to the public user registration process, to the permit application process, or to both. The user must accept the terms and conditions for using online permits. For more information, see Setting Up Terms of Use.
   Description	Enter a user-facing description of the permit type. On the Apply page, this description appears under the permit type name. The description helps public users understand the purpose of the permit type.
   URL	Enter a URL for a web page that gives public users more information about the permit type. If you enter a URL, then a Learn More link appears at the end of the permit type description on the Apply page. The user clicks this link to open the specified URL. If you leave this field blank, the Learn More link is not visible on the Apply page.

Associating a Permit Certificate

First, your agency sets up the certificate template in the reports catalog, then associates the report ID with the permit type in the Certificate section. When the permit is issued, you can print it from the permit overview page.

Page Element	Description
Allow Public User to View	Turn on the switch to allow public users to view the issued permit document, which is accessed from the permit summary on the Overview page. This option is enabled by default.
Report ID	Enter the report ID for the permit template associated with this permit type. Use the delivered permit report or configure your own. See Setting Up Reports.

For information about viewing the permit document, see Viewing the Permit Summary.

Setting Up Permit Expiration

In the Expiration section, you can configure the option to allow renewal of expiring permits as well as associate the expiration group that defines the expiration rules for permits with this permit type. Expiration rules determine the expiration dates that correspond to permit activity. For more information about permit expiration, see Setting Up Permit Expiration Rules.

Page Element	Description
Allow Renewal	Turn on the Allow Renewal switch to allow the renewal of the expiring permits. By default, the option is turned off. After you enable renewals, you define the workflow for renewals in the Setting Up Workflow for a Permit Type section below.
Expiration Group	Enter the expiration group that defines the expiration rules for permits with this permit type. For reference, use the Expiration Group link, which opens the Permit Expiration Group page in a new tab.
Permit Period Format and Permit Period Preview	Choose the format and a preview in the selected format displays.

Setting Up Workflow for a Permit Type

Workflow provides a defined structure for business licenses, permits, planning applications, and code enforcement life cycles. Each transaction is associated with a workflow process definition that guides the transaction automatically through the process of application submission to completion. For more information, see Using Workflow and Setting Up Process Definitions for Workflow.

You set up workflow using the Oracle Integration Cloud (OIC) before associating the workflow with the permit type.

Select the No Application Workflow check box if you want to process the permit application without Workflow functionality. Inspections and plan reviews are automatically disabled for the permit applications without workflow. When applicants submit the form and pay the due fees, the application status changes to Completed. There are no actions for the agency staff.

You can configure the Business Rules Framework and the communication event to send out notifications to applicants and contacts on permit applications. The system sends notification to contacts and applicants on the intake form when the application status changes to Completed.

To configure the business rules framework, access the Permit Application Updated event for permits and add a new business rule to trigger the Send Communication action. In the business rule details, set the value for the field No Application Workflow = Yes so that the Send Communication action is triggered for permits set up without workflow. To configure communication, access the Permit Application Updated communication event and define a new communication template that will be triggered by the business rule framework's action. For information on setting up actions related to workflow, see Setting Up Update Workflow Actions and for information on setting up communications, see Delivered Communication Events and Setting Up Send Communication Actions.

You’ll see the workflow setup fields for applications but also for renewals, depending on how you’ve set up your permit type. The columns will have headers like this:

• Application: Default column when you’re creating the permit type.

• Renewal: Additional column when you turn on the Allow Renewal switch in the Expiration section.

To set up workflow for a permit:

1. In the Workflow Setup section on Permit Type page, enter values for the following fields:

   Note: When the Allow Renewal switch is turned on in the Expiration section, the No Application Workflow check box appears unchecked and disabled. This is because a workflow setup is required for permit renewals and hence, when the option to allow renewals is enabled, the workflow cannot be turned off for the permit type.

   Page Element	Description
   Space Name	Enter the space where the workflow process application is stored. You can group related applications in a space as well as enable users to collaborate when developing applications. Note: This field is available only if your agency has selected the Oracle Integration Cloud (OIC) option for the Workflow and DMN Source feature in the Functional Setup Manager.
   Application ID	Enter the name of the workflow process application in OIC. For more information, see Creating and Managing Applications.
   Version	Enter the version of the workflow process application. Only active versions are displayed in the drop-down list. For information on activating, retiring, starting up, and shutting down workflow applications in OIC, see Manage Active Applications. Note: If you update the version, the new version will apply only to applications submitted after the new version has gone into effect. The existing submitted applications will continue to use the version that was effective at the time the application was submitted.
   Process Definition	Enter the name of the workflow process definition that applies to this particular permit.

Note: Different permit types can utilize the same workflow definition.

Setting Up Inspections for a Permit Type

Select an inspection group for the permit type, and define how inspection times are displayed for permits associated with the permit type.

Page Element	Description
Inspection Group	Select an inspection group to associate with the permit type. The inspection group identifies all inspections necessary for the permit. For more information, see Setting Up Inspection Groups.
Automatically Create Inspections	Click to access a page where you can select the inspection types for which pending inspections are automatically created when a permit application associated with this permit type is submitted. This link appears only when the Enable Creation of Pending Inspections switch is turned on for the agency. For more information, see Setting Up Agency-Level Options for Permits

Setting Up Plan Reviews for a Permit Type

Define how plan reviews are conducted for permits associated with the permit type.

1. Select Permit Setup > Permit Type > Permits.

2. On the Transaction Type – Permits page, click the Add button or select an existing permit type.

3. In the Plan Reviews section on Permit Type page, enter values for the following fields:

   Page Element	Description
   Enable Plan Review	Select this option to enable plan review for permits associated with this permit type. When plan review is enabled, you can create both manual and electronic review cycles for a permit. Plan review is on by default.
   Enable Auto Assignment	Select this option to enable the automatic assignment of plan reviewers for permits associated with this permit type. When a permit technician gives a permit associated with this permit type a status of Accepted - Plan Review Required, the automatic assignment process: Adds a reviewer row to the plan review cycle for each plan reviewer department selected for the permit type. If no plan reviewer departments are selected for the permit type, the process creates the plan review cycle, but doesn’t add any reviewer rows. Adds the designated department lead to the Reviewer field for each reviewer row. If a department doesn’t have a department lead selected, the process still creates a row for the department, but leaves the Reviewer field blank.
   Cycle Time Rule	Select the time rule ID for calculating and automatically populating the cycle due date when you add a plan review cycle to the permit. The time rule description appears next to the time rule ID that you selected.
   Time Rule Setup	Click the link to open the Time Rule setup page. For more information about time rules, see Setting Up Time Rules.

4. Enter time rules in the plan reviewer department grid to calculate and automatically populate the departmental due dates using the associated time rule. Enter values for the following fields:

   Page Element	Description
   Plan Reviewer Department	Displays the departments that can be added to plan reviews. Note: A plan reviewer department is available to configure only if the Permits classification is selected for it on the Plan Reviewer Department page. For more information, see Setting Up Plan Reviewer Departments.
   Required Department	Turn on the required switch to indicate that this department must review the plans for this permit in each plan review cycle. The reviewers grids on the Plan Review page and Plan Reviews console page display the required departments that you select here. Plan coordinators assign reviewers from each of the required departments.
   Time Rule and Description	Select the time rule for calculating and automatically populating the departmental due date when you add a plan review cycle to the permit. You can reuse time rules for multiple plan reviewer departments. The time rule description appears next to the time rule ID that you selected. If you leave the time rule blank for a required plan reviewer department, the departmental due date won't be automatically calculated and populated in the Reviewers grid.

For more information about plan reviews, see Plan Review Overview.

Cloning Permit Types

Click the Clone button to create a clone of the current permit type, which you can then use to create a different permit or to create a different version of the current permit.

For more information on cloning permits, see Cloning Transaction Type Definitions.

Designing Intake Forms

After you have entered the appropriate initial information for a permit, you can then begin to design the intake form that end users will use to submit an online application. You create an application form using the Intake Form Designer. To access the designer, click Design Form.

For more information on designing intake forms, see Using the Intake Form Designer.