Overview

All Licence applications have a field in which the Licence Type must be specified. This is the page in which you define the various Licence types. When a licence application is being created, either internally (by municipal or regional staff) or externally (by customers and other types of clients using the PSDCitywide PortalThe PSDCitywide Portal is an online customer-facing application used to submit Permitting applications. See the PSDCitywide Portal User's Guide for details.), the licence types created here will appear in a drop-down list attached to the Licence Type field.

Licence Types can be quite complex and varied, depending on the specifications, requirements and variability mandated by codes and bylaws within jurisdictions. Consequently, the Licence Types you create here can not only include all the required data, but each licence type's data can be segmented and organized into a flowing and logical structure in which related fields can be grouped together.

Setting up Licence Types should be done after a number of other options (e.g., Work Fields, Inspection Types, Notifications, etc.) in the system are set up. This is because Building Permit Types can be pre-populated with options from those affiliated fields. In fact, it is a good idea to fully set up all the other options in the Licences 🢡 Manage section before setting up Licence Types:

The Licence Type Grid

This is the Building Permit Types screen, which lists all the existing Building Permit Types by Name ❶ in the first column, along with a pre-configuredSee Grid Customization for instructions on configuring your grid. set of columns and column properties in the remaining columns:

Clicking on any one of the links in the first column ❷ will open up a screen in which the corresponding licence type can be fully edited and reconfigured, and all the actual Licences and other associated data can be accessed (which is discussed below). 

Add a Licence Type

1. Click on  +Add  ❸. The New Licence Type dialog box appears:
   
2. If there is an existing Licence Type that has data that substantially overlaps with the data in the Licence Type you wish to create here, then you can click on  Copy  ❶ to select and copy the contents of that existing licence Type template. The fields on the screen will fill in with the data from that source template, and your dialog box may expand to include the Work Fields and Work Field Groups ❷ that belong to that template (Work Fields and Work Field Groups are discussed below). You can then edit the fields in your new template as required.
3. Give your new Licence Type a Name ❸.
4. For all the remaining settings, you will be setting defaults for this Licence type, which, can be changed with the template is used to create a licence based on this type. 
   1. Click Yes ❹ if this licence type involves expiry; No if it does not (e.g. for a single special-event licence).
      1. If Yes, choose Term or Date ❺ to define whether the licence expires after a set Term (e.g. 1 Year) or an a particular Date (e.g. at year's end on Dec. 31).  
   2. External ❻: Select Yes if you wish to have this licence type appear in external systems, including the Citywide Portal; No if you do not wish to have it appear in an external system. Selecting Yes provides you with the option of setting an external label ❼ for this licence type (one, for example, that might resonate and be more familiar to the public at large than the Name assigned to it here); otherwise, the Name assigned to it here will appear externally as well.
5. Click  Add  ❽.

Edit a Licence Type

1. Click on the Edit tool  ❶.
   
   The Edit Licence Type dialog box (which contains all the same fields as the above New Licence Type dialog box) will appear.
2. Make the required changes.
3. Click on Edit.

Delete a Licence Type

1. Click on the Delete tool  ❷. When prompted, click Remove.

Full Permit Type Access (Further Setup and Status)

Clicking on a LicenceType ❶ link in the first column of the Licence Types screen will open a new screen ❷ in which:

1. All the fields can be edited.
2. New fields added.
3. Various configuration setting refined.
4. All the activities (e.g. Inspections and Reviews) and records associated with the Licence Type (e.g. Fees) can be accessed.

Structure of the Individual Building Licence Type

Core and Supplemental Groupings

The Licence Type screen in the above example is divided into groupings ❸ & ❹. The top group contains the core fields (Name and Days to Issue) already seen above in the New Licence Type dialog box when the Licence Type was being added, but additional fields could be added to it (as well as in the Vehicle Information division) by clicking on  +Attach Work Field  ❺. Any division on the screen that has the  +Attach Work Field  option within it can be used to add any of the Licence Work Fields defined for Licencess.
To add a Work Field:

1. Click on  +Attach Work Field  ❺. The Select Work Field dialogue box appears:
   
2. Check ✅ the fields to be added ❶.
3. Click   Add Selected Item/s  ❷.

The "Vehicle Information" ❹ group, unlike the other (core) groups on the screen ❸, is a supplementary group that have been added to this licence type. It was added by clicking on  +Attach Work Field Group  ❻. The name of the group is not a unique name dedicated to only this licence type. There can be numerous other licence types that can involve vehicle identification, involving some of the same fields in this licence type, but also various other vehicle identification fields.

The Vehicle Information" ❹  group was added to this Licence Type template. That was done by clicking on  +Attach Work Field Group  ❻. Any number of additional pre-defined Work Groups (in Work Fields) can be added here and be populated with the relevant fields, and each group can be positioned either above or below other groups by using the up/down arrows ❼ to position them. 

The fields in each of the groups can be set to appear in one-to-four columns by selecting from the Columns ❽ pull-down, and the position of the fields within each group can can be arranged with the up/down arrows ❾ next to each field.

External Settings

Deletions: Individual fields as well as supplemental groupings can be deleted by clicking on the  X  next to them.

External Availability and Labels: This Licence Permit (like all the others) may appear on external systems, such as the Citywide Portal, or it may not, depending whether you click Yes ❶ on the External option:

You also have the option of providing an External Label ❷, which is the field label that will appear only in the external application.

The presence and label can also be set for Individual fields that have the notebook icon  ❸ next to them.

Clicking on the notebook icon  will produce the following dialogue box: 

1. External ❶: Select Yes if you would like this field to appear on external systems, such as Citywide Portal; No, if not.
2. Mandatory ❷: Select Yes if this is a field that must be selected or entered; No, if not.
3. External Label ❸: Enter a label which will replace the default Citywide label for this field on external systems. Otherwise, the existing (default Citywide) field name will be used.
4. External Description ❹: Provide the text that will appear in the tooltip for this field.
5. Click Apply ❺.

Options Group

All Licences have the Options group, and all the options involve Yes/No toggles:

Active

• Yes: the Licence accessible in the system.
• No: the Licence is unavailable in the system.

Enable inspection

• Yes: This licence will encompass inspections.
• No: This licence will not encompass inspections.

Require fees to be paid before issuing 

• Yes: All fees must be paid before the licence is issued.
• No: All fees need not be paid before the licence is issued.

Create Inspections on Application Completed 

• Yes: Once the application status is changed to Application Complete, inspections are accessible and can be scheduled before the licence is issued.
• No: Inspections are only accessible after the licence is issued.

Affiliate Panel Options 

The panel on the left side of the screen consists of related, affiliate options. The actual permits that are based on the Permit Type are accessible here, as well as collateral documents and procedures, including Inspections, Reviews, Notifications, and various financials. 

Click Save ❷ to save any of the changes made either on the primary Licence Type page or on any one of the affiliate pages. Click Details ❸ to return to the primary Licence Type page. Click on any one of the collateral options ❹ on the screen to set it up (e.g. the list of Reviews involving this permit type, etc.) Click on Licences to see a list of all the individual licences in the system that are based on this permit type. Each item will indicate the number of instances associated with it. For example, there are twelve reviews ❺ associated with this Licence type, and there are no licences ❻ currently in the system that are based on this Licence Type. Click Knowledge Base to set up a knowledge base checklist as a reminder to staff to include important information, instruction, or standard questions to use when creating individual applications based on the specific Permit, Licence or Application Type.

Inspections

The Inspections that you will be selecting for any of the Licences you define will be drawn from the Inspection Types list. You cannot add new inspection types here on the fly; they must already exist, having been created in Inspection Types. If an inspection type is missing, creating it in Inspection Types and then return to this screen and attach it. 

Attach an Inspection Type

1. Click on Inspections ❶ in the Affiliate Panel. Inspections appears in the right panel, displaying the current (if any) inspections associated with this permit type ❷:
2. Click  +Attach Inspection Type  ❸. The Select Inspection Type dialog box appears:
   
3. Check ✅ ❹ all inspection types in the list ❺ that apply to the currently licence type.
4. Click  Add Selected Item/s  ❻. The order in the resultant Inspection list will automatically follow the Position order of the checked items.

Reviews

You can attach existing Reviews ❶ and/or add New Review Types ❷ on the fly, if necessary. See Reviews on instructions pertaining to adding a New Review type ❷.
   

Attach a Review

1. Click on Reviews ❸ in the Affiliate Panel. Reviews appears in the right panel, displaying the current (if any) reviews associated with this licence type ❹:
2. Click  + Attach Reviews  ❶. The Select Reviews dialog box appears:
3. Check ✅ ❺ the review(s) to be added to this licence type from the list ❻.
   
4. Click  Add Selected Item/s  ❼. The order in the resultant Reviews list will automatically follow the Position order of the checked items.

Attached Files

Attached Files comprise adjunct documents, drawings, worksheets, or any other type of file that provides informational, instructional, or in some other manner helpful information or resources pertaining to the current permit type.

Click on Attached Files ❶. Attached Files appears in the right panel, displaying the current (if any) attachments associated with this permit type ❷:

Add an Attachment 

1. Click on  + New File  ❸.The Add Files dialog box appears:
   
2. Click on Select File(s) ❶ to select one or more files using your system File Manager, or Drag & Drop ❷ the file(s) you would like to attach to this licence.
3. Provide a succinct Description ❸ for each of the added files.
4. Click  Upload File  ❹.

Download an Attached File

Attached files can be downloaded. This may be required periodically to review their contents, to see if they are up to date, or whether they need to be updated, modified, and then re-added here.

1. Check✅ ❹ the file(s) you wish to download.
2. Click on  Download Selected  ❺. Your system File Manager will open, providing you with the opportunity to select the location where you would like the file(s) to be downloaded.  

Required Documents

Required Documents are all the various documents (e.g. applications, building plans, etc.) that must accompany individual building permits for the permit to be issued.

1. Click on Required Documents ❶ in the Affiliate Panel. Required Documents appears in the right panel, displaying the current list  (if any) of the required documents associated with this permit type ❷:
2. Click  + Attach Document Type  ❸. The Select Document Type dialog box appears:
3. Check ✅ ❹ all the documents in the list ❺ that apply to the current licence type.
4. Click  Add Selected Item/s  ❻. 

Required Documents for Application Submission option

Once your required document types are selected, you can set which required documents are needed when the licence application is first submitted vs. the required documents provided anytime before the licence is issued or renewed.

• On each required document type, select the toggle to Yes or No for the Required Submit, Required Issue or Required Renew document options.

Predefined Comments

For efficiency, you can set up a list of predefined comments for users to add to an application based on the application type. This saves time for the user as they will not have to manually type standard-like comments into the application.

To create a Predefined Comment entry:

1. Click +New Comment. Enter a Comment.
2. Click Add.
3. Repeat steps 1. and 2. for each predefined comment.

​Licences

Licenses provides a list of all the licences associated with this licence type. In the above case, there is only a single Food Vehicle licence in the system, whose current status is "Application Submitted."

Click on the Licence # ❶ to view all the details associated with the individual licence.

Notifications

The notification set(s) associated with the licence will appear in this list. There is nothing to be done directly on this page; it is only informational. The building permits that each notification set comprises is defined on the Notifications setup screen. The notification set that appears here will be one in which this licence type has been associated with it.

1. Click on Notifications ❶ in the Affiliate Panel. Notifications appears in the right panel, displaying the current list (if any) of the notifications associated with this permit type ❷:
2. Click  Go To Notifications Page  ❸ to choose the notification set that this licence type will be part of. The changes made there will be reflected back on this Notifications list ❷.

Knowledge Base

The Knowledge Base screen is used to include important information, instruction, or standard questions for staff to use when creating individual applications based on the specific Permit, Licence or Application Type.

To create a Knowledge Base entry:

1. Click +New Knowledge Base Entry. Enter a Note.
2. Click Save.
3. Repeat steps 1. and 2. for each note.

Fees

Any number of different fees can be associated with a licence, provided they have first been created in Fees. They can only be attached here; they cannot be created here. To attach a fee:

Click on 

1. Click on Fees ❶ in the Affiliate Panel. Fees appears in the right panel, displaying the current list (if any) of the fees associated with this permit type ❷:
   
2. Click on  + Attach Fee  ❸. The Select Fee dialog box appears:
   
3. Check ✅ ❹ the fees to be added. 
4. Click  Add Selected Item/s  ❺.

Refundable Fees

There are instances in which particular types of fees may be refunded in connection with an individual permit type. This is the place where you set up the applicable types of refunds that have been created and defined in Refundable Fees.

1. Click on Refundable Fees in the Affiliate Panel. Refundable Fees appears in the right panel, displaying the current list (if any) of the refundable fees associated with this permit type:
2. Click on  + Attach Refundable Fee  ❶. The Select Refundable Fee dialog box appears:
   
3. Check ✅❶ the refundable fees to be added. (The "Overcharge" type in the above example is "Fixed" at $100.00. It is set as an arbitrary amount here which can be overwritten when an actual licence is created, based on this template.)
4. Click  Add Selected Item/s  ❷.

Log

The log displays all activity in the system that relates specifically to Building Permits. (Each of the other Permit sub-modules has its own log). Its events appear in reverse chronological order, displaying the user who initiated the event, as well as specific description of the event.

1. Click on Log ❶. Logs appears in the right panel.
2. Enter the text in the Filter box ❷ to filter the list down to the its matches.
3. Click   Refresh  ❸ to see any entries that have been logged since this screen has been openned.