Release Date: 23rd February, 2023

Entity / Attribute Metadata: All entities have been modified to include additional metadata parameters and new attributes.

• Entity titles or form names are now prefixed with “Entity” instead of “Form”.
• There are now four new attributes in the Labels / Entity Information page of entities:
• Description – The text area that describes the entity’s usage and parameters.
• System – When selected, this checkbox indicates that the entity is a system-generated entity. It is a custom entity or a user-generated entity if this is not selected.
• Mandatory – When selected, this checkbox indicates that this entity and completing fields in it are required. This entity and filling out fields in this entity are not mandatory when this is not selected.
• Deprecated – When selected, this checkbox indicates that this entity is deprecated and should not be used.
• There are several changes within the metadata of the entity:
• Description – The description or tooltip for each attribute type.
• There are several new compliance categorization checkboxes provided in the metadata. If any are selected, the entity is in compliance with that category, and if one is not selected, the entity is not in compliance with that category:
  • Is PII Compliant
  • Is PIPEDA Compliant
  • Is HIPAA Compliant
  • Is GDPR Compliant
  • Is PCI Compliant
  • Is CJIS Compliant

Note: Configuration assistance is required.

Sponsored Application: Authorized representatives of a business can now sponsor an individual applicant so that the individual’s application can be linked to the business and restrict access to those application types in the application portal. Fees for sponsored applications will be covered by the sponsoring business. The business will be able to withdraw the sponsorship and an email notification will be sent to the applicant.

With the introduction of Sponsored Applications as a new Standard Feature, the following entities and fields were created:

New Entity Added

• Sponsored Application Invitation entity (reg_sponsoredapplicationinvitation)
  Invitation section

• • Business – The lookup to the Business entity.
  • Application Type – The lookup to the Application Type entity.
  • Invitation Date – The date the sponsorship application invitation was sent.
  • Access Token – The sponsored application invitation access token.
  • Access Token Redeemed Date – The date the access token was redeemed.
  • Cancellation Date – The date the sponsorship application invitation was cancelled, if applicable.
  • Withdrawal Date – The date the sponsorship application invitation will be withdrawn.
  • Name – The name of the sponsored application invitation.
  • First Name – The first name of the sponsored applicant.
  • Last Name – The last name of the sponsored applicant.
  • Date of Birth – The birthdate of the sponsored applicant.
  • E-mail Address – The e-mail address of the sponsored applicant.
  • Telephone Number – The phone number of the sponsored applicant.
  • Is Employer Pay (Yes/No/Unset) – This indicates that the employer pay functionality is enabled for the sponsored application invitation when set to “Yes”. The employer pay functionality is not enabled when this is set to “No” or “Unset”.

Application Details section

• • Profile – The lookup to the Profile entity.
  • License Application – The lookup to license application in the Registration Application entity.

Modified Existing Entities

• In the Sponsored Application section of the Application Type entity (reg_applicationtype), there are now new attributes:
  • Is Sponsored (Yes/No/Unset) – This indicates that this is a sponsored application when set to “Yes”. The application is not sponsored when this is set to “No” or “Unset”.
  • Sponsorship Window – The number of days within the sponsorship period.
• In the Sponsored Application section of the License Application entity (reg_application), there is now a new attribute:
  • Business Sponsor – The lookup to the business sponsor in the Business entity.
• In the Business Information section of the Portal Configuration entity (port_site), there is now a new attribute:
  • Enable Sponsored Applications (Yes/No/Unset) – This indicates that the sponsored application functionality is enabled when set to “Yes”. The sponsored application functionality is not enabled when this is set to “No” or “Unset”.

Note: Configuration assistance is required. This is linked to portal item “Sponsored Applications”.

Sponsored Application (Approval Workflow): The approval workflow has been modified for sponsored applications.

To facilitate the use of this workflow, a new entity has been added and some new attributes are now available:

New Entity Added

• Sponsored Application Status entity (reg_sponsorshipapplicationstatus)
  Application Status section

• • Status – The name of the sponsored application status.
  • String Resource Key – The string resource key for the sponsored application status. This is typically used for language translation.

Existing Entity Modified

• Application Type entity (reg_applicationtype)
  Sponsorship section

• • Sponsorship Approval Status – The lookup to the sponsorship approval status in the Application Status entity.
  • Sponsorship Approval E-mail Template – The lookup to the approval email in the E-mail Template entity.
  • Sponsorship Rejection E-mail Template – The lookup to the rejection email in the E-mail Template entity.

Note: Configuration assistance is required.

Change Configuration option from text area to textbox on Platform: The request to change text area fields (Key, Value) to textbox fields in the Configuration Options has been completed in the platform.

Representative Account Management: Regulators can now restrict access to pages in the Business Portal based on roles. This means that roles are now configurable (e.g., Principal Broker (PB), Principal Representative (PR), Clerk, etc.,). By selecting a role from the dropdown in the authorized representative record, the access assigned to that role will apply to the individual.

For example, some roles can initiate and save-as-draft but cannot submit applications. Tracked forms that are created are submitted by auth reps. Additionally, the PB can see all forms submitted on the business account by any role in the system and can filter by role or individual.

To facilitate the use of this new functionality, there are two new entities:

• Portal Page Authorization entity (port_pageauthorization) – This stores the portal page authorization information, which includes the permissions (Read Access/Write Access/Can Submit) assigned to a role for a specific portal page.The attributes are:
  • Name – The name of the portal page authorization.
  • Access Role – The lookup to the access role in the Portal Access Role entity.
  • Page URL – The URL for the portal page.
  • Read Access (Yes/No/Unset) – Indicates if this role has “read” access when set to “Yes”. The role does not have read access when this is set to “No” or “Unset”, and the page will be hidden from view for the user.
  • Write Access (Yes/No/Unset) – Indicates if this role has “write” access when set to “Yes” and the page can be edited by the user. The role does not have write access when this is set to “No” or “Unset”, and the fields on the page cannot be edited.
  • Can Submit (Yes/no/Unset) – Indicates if this role can submit the details entered on a page when set to “Yes”. The role cannot submit the details on the page when this is set to “No” or “Unset”. For example, in the renewal process, if the page is set to “Can Submit” = “No”, the ‘Save & Continue’ button will be hidden and the user will not be able to proceed with submitting the page, even if the page details are filled out. In the payment page, the payment buttons will be hidden as they control the submit behavior.

Note: If you are an administrator and have access to the User Account page and the add/edit functionality is enabled, then you will be able to select a specific role from the dropdown and apply it to a particular user.

• Portal Access Role entity (port_accessrole) – This stores the various portal access roles.The attribute in the Role section is:
  • Name – The name of the job role. For example, Principal Broker (PB), Clerk.

Note: Configuration assistance is required. This is linked to portal item “Authorized Representative Account Management”.

Time Stamp Annotation and Related Record Id: Regulators have the ability to enable timestamp annotations, similar to an audit log, to keep track of various processes, such as individual license renewals and reinstatements, business license applications, and business license renewals.

To facilitate the use of this new functionality, there is now a new entity, and a new attribute in an existing entity:

New Entity Added

• Timestamp Annotation entity (reg_timestampannotation)– This stores timestamped screen shots of various stages and details of the license / application process.The attributes are:

• • Name – The name of the timestamp annotation.
  • Annotation – The lookup to the Annotation entity.
  • Screenshot – The lookup to the screenshot in the Time Stamp Shot entity.
  • License Application – The lookup to the license application in the Registration Application entity.
  • License Renewal – The lookup to the license renewal in the Registration Renewal entity.
  • License Reinstatement – The lookup to the license reinstatement in the Reinstatement entity.
  • Business License Application – The lookup to the business license application in the Business Application entity.
  • Business License Renewal – The lookup to the Business License Renewal entity.

Modified Entity

• In the Time Stamp Shot entity (reg_timestampshot), there is now a new attribute:
  • Related Record Id – The record id related to time stamp shot and used to identify the timestamp shot.

Note: Configuration assistance is required. This is linked to portal item “View Read Only Submitted Individual Application With all files from the Application Portal”, which allows users to have the ability to download files linked to each snapshot while doing screenshot reviews of applications.

In the Business Document Request entity, all required fields remain displayed, and the incorrectly entered attribute that caused a “missing information” message prompt has been removed. Also, the Request Date attribute name has been modified to display in the correct text case in the metadata.

After creating a Location field of type Textbox, and then clicking on edit properties, the properties appear in edit mode.

The public register record will now show the employer’s city, rather than “N/A,” on the search results page when an applicant’s employment details record has the Employer field set to “Other”, and the Primary field set to “Yes.”

Sponsored Applications: Individual applicants can now be sponsored by a business after accepting a sponsorship invitation. Fees associated with the sponsored application can either be paid by the individual and later reimbursed by a business, or the fees can be covered upfront by the sponsoring business. The business has the option to withdraw the sponsorship, in which case, an email notification will be sent to the applicant.

Note: Configuration assistance is required. This is linked to platform item “Sponsored Application”.

Authorized Representative Account Management: User roles are now configurable, and regulators can now restrict access to pages in the Business Portal based on roles (e.g., Principal Broker (PB), Principal Representative (PR), Clerk, etc.,). A user role can be restricted by all or any of the following:

• Read Access – User can only access and read what is on a page. They cannot edit details on a page.
• Write Access – User can access, read, add and/or edit information on a page.
• Can Submit – User can submit information entered on a page.

Note: Configuration assistance is required. This is linked to platform item “Representative Account Management”.

Application Performance Update – Application Session: The portal session loading time has been optimized and the Welcome page will now load noticeably faster.

The Number Manager functionality is no longer being triggered when the registration fee is paid using an offline payment method.

When a payment is made for an application renewal, the payment is successfully posted to the application, and the application status is now correctly updated to “submitted” in the Workbench.

On the User Accounts page, administrator access and approved user status can now be edited for existing user accounts or authorized representatives in the portal.

When a non-licensed user makes an address change request for a business account in the portal, an email will now be sent to the user’s profile at the correct email address.

In the portal’s Business Information section, if the background color of the Edit button is set to dark blue and the text color is set to white, the white text will now be displayed.

After creating and saving a new business record, the Business Information page will now be displayed, instead of a blank page, and the user can continue working within the business process flow.

Since multiple user accounts can manage one business in the portal, now when an invoice is created for a business, all user accounts will be able to see the invoice.

In the license renewal process, if the renewal fee amount is fully waived, the renewal will now be submitted successfully, instead of the user being redirected to the payment page.

The bottom right page end pagination on portal pages has been adjusted to properly indicate the number range of pages still to be displayed within the overall number of page results.

On the custom public register profile, employments linked to employers will now display the employer’s correct address information.

The Public Register search has been modified to correctly return results for places with names that contain a period.

The Public Register search has been modified to correctly return results for businesses when searching by business number.