1. Implementing Your Agency
  2. Setting Up Terms of Use

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. Access the Functional Setup Manager by clicking Setup and Maintenance in the logged in user's Settings and Actions menu.

  2. Select Setup: Public Sector <Offering> > Functional Area: Agency Profile or Public User > Task: Manage Terms of Use.

  3. On the Terms of Use page, click + Add.

  4. On the New terms of use page, enter values for these fields:

    Page Element

    Description

    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.

    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.

    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 checkbox 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 checkbox 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 checkbox 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 checkbox 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 checkbox.

    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.

  5. Click Save.

Modifying Terms of Use

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

  2. On the Terms of use details page, you can update the description, usage, and content.

  3. Once there is an effective-dated history, the Date Range drop-down field and buttons to manage effective dates are available, depending on agency staff privileges. For more information, see the next section in this topic, "Working with Effective Dates in Terms of Use."

  4. Click Save.

Working with Effective Dates in Terms of Use

You can have multiple effective dates for a terms of use definition. Terms of use with multiple effective-dated entries appear only once in the list on the Terms of Use page, showing the current or only effective-dated row.

To switch to viewing other effective-dated entries when they exist, click the Date Range drop-down list on the Terms of use details page and select the effective-dated row you want to view.

Here’s how to add an effective-dated terms of use definition:

  1. On the Terms of Use page, select the row.

  2. On the Terms of use details page, click the Add New Effective Date button.

  3. Enter the new effective start date.

Here are considerations for managing effective-dated entries:

  • Only users with assigned permissions through the PSC System Administrator role can delete current or historical rows, as well as edit effective start dates.

    The system recalculates date ranges when updates are made and prevents duplicate start dates.

  • All agency staff can delete future-dated rows.

Only agency staff with the system administrator role for managing effective dates can click Delete to remove an entire terms of use definition, along with all of its effective-dated entries.

Deleting Terms of Use

Only agency staff with the system administrator role for managing effective dates can click Delete to remove an entire terms of use definition, along with all of its effective-dated entries.

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

  2. On the Terms of use details page, click Delete.

    You are prompted to confirm the permanent deletion.