Licenses

Your agency can offer online license and the renewal services. You can allow licensed professionals to apply for license, permit, or renewals online. You can use their licenses to define permissions to online tasks. Their license information can be validated regularly so that only those registered public users with a valid license can perform tasks. Citizen Access also provides agencies with the ability to track the education, continuing education, and examination requirements for professional or occupational licensing, streamlining the credentials process. Education requirements for licensed professionals can be tracked by the agency, upcoming license renewal reminders can be displayed, and examination providers can securely upload examination scores directly to the agency. This section provides design considerations for implementing license processing and a list of required configuration settings for implementation.

Decide how to implement license management

Before implementing license management in Citizen Access, review the list of decision making design considerations to ensure your configurations meet the requirements for your agency.

• Decision: How do you want to handle the issuance of the license? Do you want the license issued automatically when the fees are paid? Do you want someone in the agency to issue the license? See Configure license renewal.

• What areas of the system do you want to run license verification? See License verification.

• How do you want to manage the license expiration process? See Define expired license and insurance settings.

• Do you want to integrate license functionality with education management? See Certifications and education.

Configure required license verification & online renewal settings

This section provides a list of required configurations to implement licensing, license validations, license renewals, and education. It is recommended best practice to implement the licensing functionality by using this checklist together with License verification and Certifications and education. The education component has configurations that are consolidated for full functionality in Certifications and education.

Follow the task list below to implement license verification and online renewal functionality on your site.

1. Enable Function Identification (FIDs) associated with license renewal and verification.

   • Enable FID 8398 Record renewal to full access so ACA users can renew a Record.

   • Enable FID 0065 Admin application types to display the Enable for ACA check boxes.

   • Enable FID 8393 Payment processing for online payments.

   For information on configuring the FIDs, refer to the Accela Civic Platform Configuration Reference.

2. Define event scripts.

   For a list of event scripts in ACA, refer to “ACA” in Accela Engineering Event Scripts.

   • ApplicationSubmitAfter

   • PaymentReceiveAfter

   • WorkflowTaskUpdateAfter

   • Convert2RealCapAfter4Renew

3. Set up renewal expiration code information.

   For configuration information, refer to “Establishing Renewal Information” in the “Business License” section of the Accela Civic Platform Administrator Guide.

4. Define record types for the parent license or application in a module. See Configure record types in Civic Platform.

   1. Verify the configurations specific for ACA listed below are defined. See Configure record type settings.

   2. Make the record type available in ACA. See Configure record type settings.

   3. Set the fee schedule.

   4. Set the workflow.

   5. Set the ASI group code.

   6. Set the page flow code.

5. Define record types for the renewal license or application in a module. See Configure record types in Civic Platform.

   1. Verify the configurations specific for ACA listed below are defined. See Configure record type settings.

   2. Make the record type available in ACA. See Configure record type settings.

   3. Enable application.

   4. Set the fee schedule.

   5. Set the workflow.

   6. Set the ASI group code.

   7. Set the page flow code.

6. Create an application type for the renewal. See Configure license renewal.

   • Verify the configurations specific for ACA listed below are defined. See Configure record type settings.

     1. Make the record type available in ACA. See Configure record type settings.

     2. Enable renewal.

     3. Set the renewal record type defined in step 5.

     4. Set ASI group.

     5. Set expiration code.

     6. Set SmartChoice group.

7. Define page flows.

   1. Associate the page flow with the renewal record type created in step 6.

   2. Add the following components:

      • Address

      • Parcel

      • Owner

      • Licensed professional

      • Applicant

      • ASI (Application Specific Information)

      • ASI Table (Application Specific Information Table)

      For additional configuration details, refer to Move or delete a component and Features requiring interface implementations.

8. Write scripts associated with the validation of licenses.

   For complete configuration details, refer to License verification.

9. Define the content for the license, verification and license renewal emails. See Define licensing email functionality.

10. Configure the following license verification and renewal emails in Civic Platform > Administration > Setup > Communication Manager > Notification Templates:

    • License emails:

      • Connecting an approved license to a public user

      • Connecting a new license to a public user

      • Removing a license from a public user

      • Rejecting a license

    • Verification emails:

      • Associating license to account

      • Associating a license to multiple accounts

    • Renewal emails:

      • License renewal (automatically issued) email

      • License renewal (pending)

      • License renewal (denied)

      • License renewal (approved)

      • License renewal new application notice

      Refer to the Notification Templates section of the Accela Civic Platform Administrator Guide for complete details on customizing notification templates.

11. Customize license activation by EMSE. See Register licensed professional accounts by EMSE.

12. If necessary, configure the education, continuing education, and examination functionality. See Certifications and education.