Configure record inquiry

Information exchange is one of the most critical elements to a successful business, especially when working with government services provided to the public. Citizen Access provides many types of searches so that public users can search for and view record information online. Your agency can customize search functionality so that you can control over what information you want to share and to whom you want to share with. Search functionality is customizable so that anonymous (non-registered) users can locate information. This means that your agency does not need to implement the registration process. In fact, Citizen Access is configurable so that your agency can offer a website where anonymous public users can only come to perform inquiries and you have control over what information is returned in the results list.

This chapter provides you with configuration information and features for record inquiry so 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 record type searches within the module, or 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. When public users perform the Provider/Education/Licensee search, they can search for a facility that offers examinations supporting the education requirements for a new license or renewal, or search for a food facility to check out the inspection results, or search for licensed professionals to view their credentials. Finally, you can enable public users to search and apply external APO data sources.

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.

Preparing your site for inquiries is dependent upon multiple configurations in Civic Platform and ACA Admin. See Implementation. The most vital pre‑configuration element necessary for a successful implementation of record inquiry is record type configuration. Record types must be defined and displaying in Citizen Access. See Page flow. In addition to the record type, you must perform additional configurations in Civic Platform and ACA Admin so that you can offer the additional information that the public may demand. For example, your agency may want to offer the ability to search for approved education courses offered by an education provider so that they can take the course and fulfill a requirement to renew a pharmaceutical license. The approved courses and providers must be pre-configured in Civic Platform before they can be searchable in Citizen Access.

Note: Record replaces CAP. The term record defines a broader range of items or forms that users manage within Civic Platform, such as application, case, license, permit, service request, and work order.
Note: To set up the record inquiry, it is recommended best practice to refer to the implementation questions and tasks in Record inquiry. The questions help you assess the searching features you want to make available to the public. Record inquiry provides a comprehensive configuration list for record search functionality, including dependent settings outside of this registration chapter.