Process records

Configure Citizen Access to provide public users with the ability to create a basic record online, such as a building permit or an application for a license. Civic Platform provides a default, or standard method for creating records. For alternative methodology to create records, see Variations for creating records.

This section provides questions to help assess your agency’s needs for record creation. This configuration process requires numerous settings and inter-dependencies in Civic Platform and Citizen Access. It is recommended best practice to use the questions, the configuration checklist, and Create records when setting up record creation functionality.

Decide how to implement record processing

Before implementing the ability to create records online, review the list of decision making design considerations for implementation of record creation. This process provides a way for public users to apply for a permit, a license, or submit a service request online. Public users can track inspections, key contacts, and follow the process through the workflow.

• What record types do you want to make available for an online application or issuance? See Configure record types in Civic Platform.

• To define payment process/provider for fee collection, see Fees and online payments.

  PayPal PayflowPro, Official Payments, Official Payments Cobrand+, etc. Refer to both the “Payment Processing” chapter in the Accela Civic Platform Administrator Guide and the integration package Epay SDK.zip. Contact Accela Customer Support for assistance in obtaining the integration package.

• Do you want to allow document attachments to record types? See Document attachments.

• Whether or not to provide reports for receipts and permits? See Reporting.

• How long do partially completed applications exist in the database? See Delete partially completed applications.

• Does your agency require records with child records attaching to it? See Variations for creating records.

• Does your agency require amendment records (child records) or functionality for multiple agencies? See Creating Records for Multiple Agencies and Configuring Amendment Record Functionality.

• Do you want to enable authorized service such as fishing and hunting license sales? See Authorized service.

Configure required record creation settings

This section provides a comprehensive list of required configuration steps to get your Citizen Access website set up and run with record creation. These steps provide all configurations related to record functionality, including configuration tasks in Civic Platform and Citizen Access setup. For example, document attachment configurations, Application specific information (ASI) field configurations, Task specific information (TSI) field configurations, Application specific (ASI) table configuration, and Page flow configuration. It is recommended best practice to implement the record creation functionality by using this checklist together with Create records.

Follow the task list below to implement record processing on your site

1. Enable 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 application functionality. See Feature settings configuration check boxes.

   • If necessary, enable the Obtain a Fee Estimate link for modules. See Feature settings configuration check boxes.

   • If necessary, 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 are defined. See Configure 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.

• Verify the configurations specific for ACA listed below are defined. See Configure 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 the ACA_CONFIGS Standard Choice with the NO_SAVEANDRESUMELATER Standard Choices Value. The value description options are the module names that you want to exclude from partial record functionality, such as Buildings, Licenses, Enforcement.

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

4. Enable Fee Functionality. See Enable fees for online functionality.

   • If necessary, add the fee estimate functionality. This feature allows public users to get an estimate of the total amount due based on application information. This feature does not allow you to make a payment. For more information, see Enable fee estimation. Verify Function Identification (FID) Fee Estimation is enabled. The FID controls the display of the Fee Estimation check box.

   • Enabling Fees for Invoices. Determine if the fee is auto-invoiced. Decide if you want to assess a fee with a script or fee indicators. For more information, see Enable fees for online functionality.

   • Write event scripts associated with record processing. For more information, refer to Citizen Access Events.

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

5. Define Document Attachment Permissions and Functionality. See Document attachments.

6. Define application document groups and types. see “Managing Documents for Attachments” in “Plan Review” of the Accela Civic Platform Administrator Guide.

7. Create and display ASI Fields and Tables for functionality in Citizen Access. See Define ASI fields and tables.

8. See also “Managing Application-Specific Information” in the “Application Management” section of the Accela Civic Platform Administrator Guide.

9. If necessary, create expressions with the Expression Builder.

   Citizen Access supports expressions for fields in the ASI, ASI table, Contact (including generic template fields and template table fields), Fee, and Licensed professionals sections. For information on configuring expressions, see the “Expression Builder” section in the Accela Civic Platform Administrator Guide.

10. Configure online payment processing for the third-party payment provider. For more information, see Online payment processing.

    Refer to both the “Payment Processing” section in the Accela Civic Platform Administrator Guide and the integration package Epay SDK.zip. Contact Accela Customer Support for assistance in obtaining the integration package.

11. If necessary, set up maps functionality so public users can view records in a map viewer. See Maps.

12. Create page flows for a module. See Page flow.

    You can define the EMSE license validation feature with a page flow. See Validate during the application intake process.

13. Customize web pages related to record application functionality. For customization steps, see Web pages.

    • Customize the following web pages located in the Create an application folder in Pages area for a module.

      • Select a license

      • Enter work location

      • Record type picker

      • Building information

      • Review information

      • Pay fees

      • Receipt

    • Customize the following web pages located in the Obtain a Fee Estimate folder in the Pages area for a module.

      Fee Estimate Summary

14. If necessary, define search functionality so public users can search and select information when creating records. See Record inquiry.