Record application intake form sections

The Applicant and Contact sections of an application allow you to include contact information in new applications. The application intake form can have up to three individual contact sections for entering single contact data, or it can have a contact list section for entering an unlimited number of contacts.

See Add, validate, delete, and edit contacts in a record for more information.

Use the Address section of the application intake form to add an address for the primary application contact. There are several methods for adding an address. In most cases, you start with a database search.

Search the database for an existing address.

1. Enter one or more search criteria in the available address fields, then select Search.

   Method 1: Select Address(es) and other items

   1. Select each address you want to add and select Select.

   2. If your agency administrator sets the parcel, owner, structure, and/or establishment sections to Auto, then data from those associated reference records populates automatically to the application intake form.

      or

      A list of the items associated to the address you are adding displays.

   3. Select the items you want to add to the record and select Select. Do not select any items if you plan to complete needed fields manually.

      Note: If both parcels and owners populate within the record, you can view them grouped by parcel or by owner by selecting the Group By Parcel or Group By Owner option. See Record application intake form sections and Record application intake form sections for examples.

   Method 2: Get Parcel & Owner button.

   1. Select Get Parcel & Owner.

      If Civic Platform does not add parcel records or owner records associated to the address record, this button locates and adds associated parcel or owner information.

   Method 3: Add the address manually.

   If you cannot find an address using search, or if you want to enter an address on the application but not in the database, you can add the address manually.

   1. Select New on the Address Search Results page.

   2. Manually enter a new address.

   3. Select Submit.

      Note: Civic Platform does not store the address information that you enter as a reference address,. The data exists only in the application that you create.

   Method 4: Use the GIS Address Locator.

   You can retrieve only one address at a time using this method.

   1. If your agency uses Accela GIS, select the Address Locator button.

   2. Select Locate Address and select an area on the map with the cursor.

   3. Select Save Location to save the address to the application intake form.

      Note: For more information about using Accela GIS to add an address to an application, see the Accela Accela GIS documentation

   Method 5: Use Accela GIS to add multiple addresses.

   1. Open Accela GIS, then select the GIS button.

   2. Select the desired parcels in the GIS viewer and select Create Record.

   3. Select one or more addresses from the address list and select Select.

   4. Select one or more parcels or owners from the Parcel Owner Selection List and select Select.

   5. Choose a primary parcel/owner and select Submit.

Use the Documents section to attach (upload) documents to an application intake form. For example, an agency administrator might require documents such as building plans and an insurance bond before building a large commercial structure. Such documents can be submitted in electronic format and attached to the application from the Documents section. See Attachments for more information.

Use the Parcel section to associate a parcel to an application intake form. There are several ways to associate a parcel. All of the methods start with a database search.

Search the database for an existing parcel.

1. Enter one or more search criteria in the available parcel fields, then select Search.

   Method 1: Select Parcel(s) and other items

   1. Select the parcels you want to add and select Select.

      Note: Your agency might configure your system to add an associated address, owner, structure, establishment, and/or GIS information in addition to parcel information to the application, either automatically or at your direction.

   2. If your agency administrator sets the address, owner, structure, and/or establishment sections to Auto, then information from any of those reference records associated to the parcel populates automatically to the application.

   3. If your system prompts you to choose an address, owner, structure, and/or establishment to add, a list of the items associated to the parcel you are adding displays in a pop‑up window. Select the items you want to add to the record and select Select. Leave all items unselected if you plan to complete needed fields manually.

      Civic Platform adds the information to the record.

   Method 2: Get Address & Owner button.

   1. Select Get Address & Owner.

      If your system does not add address and owner records associated to the parcel record either automatically or in response to a system prompt, this button locates and adds associated address and owner information.

   Method 3: Add the address manually.

   If you cannot find an address using search, or if you want to enter an address on the application but not in the database, you can add the address manually.

   1. Select New on the Parcel Search Results page.

      Civic Platform displays the New Parcel window, where you can manually enter a new parcel, or you can also try a different search.

   2. Select Submit to add the parcel to the application intake form.

      Civic Platform stores the parcel information that you enter in the individual application, and not in the database.

   Method 4: Use Accela GIS.

   This feature is useful if you want to add more than one parcel to the application intake form.

   1. Select the GIS button.

      For more information on how to add a parcel to an application intake form using Accela GIS, refer to the respective Accela GIS documentation set.

   2. Select the desired parcels in the GIS viewer and select Create Record.

   3. Select the parcels you want to add to the record and select Select.

   4. Choose a primary parcel and then select Submit.

      Note: The selected address, parcel, and owner information all display on the application intake form.

Use the People section to add licensed professionals or owners to an application intake form. Your agency administrator can configure this section to give you the ability to associate multiple business professionals with an application.

You can add a professional or owner to an application intake form in one of three ways:

Using the Search button

1. Enter search criteria, then select Search to find an existing business professional (architect, building contractor) or owner, or complete the fields to add a new owner. For a list of field descriptions, see Add, view, and associate owners.

   Notes:

   • If your agency administrator sets the address, owner, structure, and/or establishment sections to Auto, information from any of those reference records associated to the owner populates automatically to the application intake form.

   • If you see a message that asks you to choose an address, owner, structure, and/or establishment to add, a list of the items associated to the owner you are adding displays in a pop‑up window. Select the check box of each item you want to add to the record and select Select. Leave the check boxes blank if you do not want to add associated items, then complete needed fields manually.

Using the Search P+ button

1. Select the Search P+ button to add ‘PERMITS’ Plus owner records to the application intake form.

Using the GIS button

1. Select the GIS button.

   For more information on how to use Accela GIS to add a professional or owner to an application, refer to the respective Accela GIS documentation set.

2. Select the desired parcels in the GIS viewer and select Create Record.

3. Select the parcels you want to add to the record and select Select.

4. Choose a primary parcel and then select Submit.

Use the structures or establishments section to add one or more structures or establishments to the application intake form.

To add a structure or establishment to an application

1. In the structures or establishments section, use search to locate the desired structure or establishment.

2. Select Submit.

3. Select each structure or establishment you want to add to the application intake form.

4. Select Select.

5. If there are address, parcel, owner, structure, or establishment records associated to the structure or establishment you selected, one of the following might occur, depending on your agency’s settings. Follow the instructions for the outcome you see:

   • The associated reference data automatically populates the permit. Proceed to the next step.

   • A dialog displays the associated reference data. Select which data you want to add to the permit, then select Select.

   • Civic Platform does not add the associated reference data. You must add data manually to the permit.

6. Select Select.

Use the Application-Specific Information (ASI) section to add a set of fields specific to a single application.

Some administrators create drill-down ASI fields in the ASI section. Drill-down ASI fields guide users through a series of drop-down lists that present the filtered data choices based on the selections that you made in the previous field.

Some administrators create attribute mappings between Accela GIS objects and ASI fields. The ASI fields automatically populate with GIS object attribute values according to the attribute mappings, when you attach an asset, parcel, or associated GIS feature to an application as follows:

• Launch the map viewer from the main console or the Record list page, select a GIS object that represents an existing asset in the Civic Platform database, and perform the Create New Record, Create Single Work Order, or Create Multiple Work Orders command.

• Look up an existing parcel that you can plot on the map and add it to the Parcel section.

• Launch the map viewer from the Parcel section, select a GIS object that represents an existing parcel in the Civic Platform database, and perform the Send GIS Features command.

• Look up an existing asset that you can plot on the map and add it to the Asset section.

• Launch the map viewer from the Asset section, select a GIS object that represents an existing asset in the Civic Platform database, and perform the Link Object to Work Order command.

• Launch the map viewer from the Associated GIS Features section, select a GIS object that either represents an existing parcel or asset, and perform the Send GIS Features command.

  Note: If you attach multiple parcels, assets, or associated GIS features to an application at a time, a dialog box prompts you to set one item as primary. The ASI fields get the corresponding values from the attributes of the primary GIS object.

Use the Application-Specific Information Tables section to add application-specific information in table format. To make data retrieval easier, Civic Platform provides a table drill down feature as well as a table search feature.

Application-specific information table drill-down

In the Application‑Specific Info Tables section of the application intake form, you can use the drill-down feature to define the values for the table. Civic Platform guides you through a series of windows that present filtered data choices based on the selections that you make. Civic Platform then populates the data selected in multiple rows on the table.

Search application-specific information tables

You can search for records using application-specific information table data values as search criteria: App Specific Info Table Label and Appl Specific Info Table Value. These fields are available on the ASI table search page even if you do not select a Record Type.

Search for application-specific table data from results list

Use the search box to the right of the Table Subgroup menu to search ASI table data. By default, the ASI table data search features searches all columns within the ASI tables.

ASI table data search additional usability features

If ten or more ASI tables display within the ASI table section, then Add Row and Delete Selected links display at the bottom of the list. Use the links to add or delete ASI table rows as needed. If you add or delete rows, a Save button appears at the bottom of the window. Use it to save your changes.

The education section is often available on application intake forms for a professional or occupational license. You can enter an applicant’s educational credentials now, or you can select educational credential from the applicant’s reference contact file.

When you submit an application, Civic Platform adds the data you entered to the license record, where you can view or edit it on the Education tab. For more information about working with education data on the License page, see Education and examination providers.

The continuing education section is often available on the application intake form for a professional or occupational license. Use it to enter information about an applicant’s ongoing professional development or continuing education credentials earned toward re-certification.

You can enter an applicant’s continuing education credentials manually, or you can select continuing education credentials from the applicant’s reference contact file. See Education and examination providers for information.

Some applications have a continuing education requirement. Civic Platform lists the required number of educational hours (units) at the top of the section. Expand the total hours to display a table that lists the hours required, hours completed, and the balance due. As you enter hours into the lines below, the figures listed in the table automatically recalculate.

For additional information about using continuing education information in connection with professional or occupational licenses, see Education and examination providers.

When you submit the application, Civic Platform adds the data you enter in this section to the license record, where users can view it on the Continuing Education tab.

The examination section is often available on application intake forms. Use this section to enter details about certification-level examinations that the applicant takes. You can enter an applicant’s examination information now, or you can select examination information from the applicant’s reference contact file. See Select examination or education records for an application for information.

Depending on your agency’s agreement with external providers, the provider might maintain the exam data within Civic Platform or on an external system and integrate the data with Civic Platform by means of a URL link. Consult with your agency administrator for the specific information that you need to provide to examination providers who choose to use the second option.

For additional information, see Chapter 18: Certifications and Education, in the Civic Platform Citizen Access Administration Guide and Modify educational credentials.