Record inquiry

You can provide the ability for public users to search for and view record information in Citizen Access. When you enable search functionality, all record types configured in Civic Platform are available for query. This feature allows you to filter available record types and limit other types of information public users view. This feature is available for all types of users so your agency does not need to implement the registration feature for inquiry only. To successfully implement inquiry only, you must perform configurations in Citizen Access setup.

Decide how to implement record query

Before the application configuration process starts, decide which modules and record types you want available in Citizen Access. Then determine what features and functionality you want displayed in record searches.

You can filter result information and customize search forms throughout the various areas of the software. You can offer a global search to allow public users to search for information throughout the entire system from any page in Citizen Access. You can implement module searches that target searching record types defined within the module. Optionally, you can extend search functionality from a module to include other defined modules. The licensed professional search functionality allows a public user to search the database for their license information. The food facility inspection search allows public users to look up the inspection results of the licensed food facilities. You can place restrictions on license information so Citizen Access only returns the licenses relating to your account. When public users perform the Provider/Education/Licensee search, they can search for a facility that offers examinations to support the education requirements for a new license or renewal. You can also search for licensed professionals to view their credentials. Independent of the search public users choose to locate information, you can filter search results and enable public users to export them in CSV format to their computer.

• Do you want to offer Global search functionality? What type of information do you want to display? See Enable global search.

• Do you want to filter record types with a void or hold status from searches? See Modify search pages and filter data.

• Do you want to enable cross-module searches? See Configure module search functionality.

• Do you want to place restrictions on licensed professional searches? See Define licensed professional searches.

• Do you want to display Inspection and Workflow comments? By default, comments display to ALL ACA USERS. See Restrict access to view comments.

• Do you want to allow anonymous users to open documents uploaded as attachments? See Document attachments.

• Do you want to offer Provider/Education/Licensee search functionality? See Define licensed professional searches.

• Do you want to enable the Food Facility Inspection search? See Customize food facility inspection search.

• Do you want to enable external APO search? See Enable external APO search.

• Do you want to allow public users to export search result information? See Export search results in CSV formatExport search results in CSV format.

Configure required settings for record query

This section provides a comprehensive list of required configuration steps to get your Citizen Access website set up and run with record query. These steps provide all configurations relevant to record search functionality, including configuration tasks in Civic Platform and Citizen Access setup. For example, the setup of Application-specific information (ASI) fields, setting up global search, defining an alias for an Application type, and displaying workflow comments. It is recommended best practice to implement the record search functionality by this checklist together with Configure record inquiry.

Follow the task list below to implement record search functionality on your site

1. Enable search functionality on the Feature Settings page. See Feature setting configurations.

   • Enable modules for ACA. See Feature settings configuration check boxes.

   • Expand module tree view to enable modular search functionality. See Feature settings configuration check boxes.

   • Enable APO search functionality. See Feature settings configuration check boxes.

   • If necessary, hide registration links if your agency does not implement Registration. See Enable registration and display links.

2. Define record types for modules. See Configure record types in Civic Platform.

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

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

   • Define an alias name for the record type. See Configure record type settings.

3. Configure global search functionality. See Enable global search.

4. Set module search definitions. See Configure module search functionality.

   • Set role-based search definitions for user types. See Configure module search functionality.

   • Define cross module search functionality. See Configure cross module searches.

   • Define address search functionality. See Configure module search functionality.

   • Define application status settings. See Application statusApplication status.

   • Apply filters to search results list. See Filter record search resultsFilter record search results.

   • Limit who can view contacts. See Contact information controlsContact information controls.

   • Define which application information is visible on this page by following the configurations for Record detail section configuration.

5. Configure licensed professional searches. See Define licensed professional searches.

6. Configure education and license credential search functionality. See Inspections and Define licensed professional searches.

7. Configure food facility inspection search. See Customize food facility inspection search.

8. Configure external APO search. See Enable external APO search.

9. Prepare the search forms by applying filters and customizing forms as defined in Modify search pages and filter data.

10. Customize web pages related to search functionality. For customization steps, see Web pages.

    • Customize the following web pages located in the Home folder in Pages area of General Settings.

      • Welcome Global

    • Customize the following web pages located in the Module Home folder in the Pages area for a module.

      • Record Home

      • Record Detail

11. Define inspections for a module and, if necessary, only configure permissions to view inspections. See Inspections.

12. Optional inspections? Recommended setting, Yes.

13. Define document attachment permissions and functionality. See Document attachments.

14. If necessary, configure condition display in ACA. See Conditions.

15. Define the display of workflow and inspection comments. See Restrict access to view comments.

16. If necessary, set up Export Search Results in CSV format feature. See Export search results in CSV format.

17. If necessary, configure report manager to display the optional summary report. See Associate reports with print/view buttons.

18. If you want public users to be able to view search results in a map, see Maps.