License/Registration Management

Introduction

This article outlines the procedures for regulators to manage individual license/registration records, including reviewing license/registration records, generating letters and certificate documents and posting public notices 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.

Accessing a License/Registration Record

In the Register module, click on the Menu button on the top left corner to open the navigation menu and click on the Licenses or Registrations site navigation to open the License table view.

The license table view: Active Licenses shows a list of licenses where the status is “Active”. 

Note: The view of the table can be changed by selecting the eye icon on the top navigation bar.

Double-click on a row to open the record detail page for that specific application record. The following shows an example of how a license application record might look.

Generating Letters and Certificate Documents

Generating Letters
Regulators can generate letters from existing templates by following the steps below:

1. Open a license record
2. Click on the Letter Template tab on the top navigation bar.
   Note: The Letter Template tab shows up on the top navigation bar if there is any letter template that has been configured for the license. 
   
3. Select a letter template to generate from the drop-down on the left panel.
4. Select the expected file format: PDF or DOCX.
5. Click on the Save button.
6. The generated letter should be downloaded to your local machine. 

Generate Wall Certificates and Wallet Certificates
Regulators can generate a wall certificate and wallet certificates by following the steps below:

1. Open a license record
2. Click on the document icon on the top navigation bar.
    
3. The generated certificate should be downloaded to your local machine. 

Posting Public Notices 

Public notices inform the public about special conditions or violations that have been placed against licensees. Examples:

• Conditional Limitation on License
• Disciplinary Decision
• Information Notice

The information will be available on the license verification portal for your agency.

Regulators can post a public notice against a licensee/registrant by following the steps below:  

1. Open a license/registration record
2. Under Connections, select Public Notices.
   
   
3. Select the Create a new connected record icon from the toolbar.
   ("+" highlighted in screenshot above)
4. Complete all the fields on the New Public Notice page.
5. 
6. 
   Such as:
   Notice Type
   Examples: Conditional Limitation on License, Disciplinary Decision, Information Notice
   Summary: For your reference
   Notice Detail: External notification once saved and made visible on the Public Register.
   Effective Date:
   Scheduled Removal Date: Cite a specific date for when this notice will be removed from view on the Public Registry.
   Visible on Public Registry: In order for a notice to appear on the Public Registry, the Yes option must be selected. Selecting No in the future would remove the notice from the Public Registry.
7. Select and enter applicable information, and then select the Save icon to save the public notice.