License/Registration Application Management

Introduction

This article outlines the procedures for regulating individual license/registration applications, including accessing and reviewing submitted applications, processing applications, and creating new license applications from the Workbench.

Note: The Thentia system is highly configurable. You might not see the exact same interfaces in your environment compared to the examples below, as your environment might have been configured differently. 

Viewing Submitted Applications

1. In the Register module, click the menu button on the upper left corner of the screen to open the navigation menu.

2. Select the Applications option to open the applications table view.

Note: The number next to the site navigation label indicates the number of records that are available within the default table view for that entity. For example, the number of applications that currently have an Application Status of Submitted.

When a new license application is submitted through the portal, the counter numbers on the site map navigation next to both “Applications” and “All Open Activities” will increment when the site map navigation panel is opened. 

The application table view: Submitted Applications shows a list of license applications where the application status is “Submitted”. These are applications that have been completed and submitted by applicants through the application portal interface.

The Change View option on the top navigation bar (Eye Icon) will allow you to select from the list of views your agency has configured, such as submitted applications, all applications, approved applications, etc.

Accessing a License Application Record  

There are several ways to navigate to an application record detail page:

• Accessing from a Table view: Navigate to the Submitted Application table view as described above. Double-click on a row to open the record detail page for that specific application record. 
• Accessing from an Activity: 
  • Click on All Open Activities
  • Double-click on the row of an applicant with a submitted application.
    Example: “William Smith submitted application for Application Type E - (#APP-0001167)”
  • Update the completed field to “Yes” and click on the Save icon (diskette) to save the record. This action will remove the row from the All Open Activities table view. 
• From the Workflow Module, access the applications entity.
  Note: Applications may be titled differently in your use of Thentia; simply locate the entity by the label your agency uses for license applications.
  • Then click on the Go To Record button on the top header to open the record detail page for that specific application record. 

Reviewing a License Application Record

The following shows an example of how a license application record might look.

Remember that your agency may have specific workflows while reviewing and processing applications. Below are some of the actions that you can leverage during the review and processing of an application record:

• [Optional] Claim ownership of the task by:
  • Updating the Application Status to “Under Review” or “In Progress”.
    This action will remove the record from the Submitted Application table view. 
  • Updating the “Owner” or "Assigned to” field with your information so that other regulators are aware that you are working on this application. 
  • Save the record by clicking the save button on the top navigation bar. (Diskette)
• To locate step-by-step screenshots of the applicant’s submission in PDF form, click on the Files area on the record navigation left panel under Files and Activities, and double-click on the Application_Review.pdf. 
• There are several ways to view submitted Documents that are required for the applications: 
  • Summary View: Scroll down to the section to view all submitted documents. Clicking on the file links located in the far right column opens up the file preview.
  • Connections View:
    • Scroll down on the record navigation left panel to locate the Documents section.
    • Click on it to view the list of submitted document records. 
    • Open a record by double-clicking on a row.
    • Navigate to the Files section under Files and Activities to locate the uploaded files. 
  • Note: The same steps apply to view Attestations or Declarations that have been submitted by applicants. 
• The messaging feature can be leveraged to collect more information from the applicant. To create a message:
  • Click on the Messages section from the left menu.
  • Click the + icon to create a new message thread
• Once everything has been reviewed, the final decision can be made by updating the status field on the application record. The system creates a license record when the application status is updated to Approved. 

Creating a License Application Record

The following section outlines steps to create a license application record manually on behalf of an applicant. 

1. Open the application table view.
2. Select the Create icon (+) from the toolbar towards the top of the screen.
3. Fill in the necessary information on the screens under the This Record and Connections sections.
4. Select the Save icon to save the record.
   Note: When manually creating a new application, it may be necessary to also create an invoice to properly document payment. If an invoice already exists, link it to the newly created application. Want to learn more about creating invoices? Check out the How to Manually Create an Invoice article.