Set Up Applications

Learning Objectives

After completing this unit, you’ll be able to:

Create record types for applications.
Create a unified hierarchical view to see related applications and tasks in one place.
Configure usage-based pricing to track the number of applications processed.

Managing and approving applications–for licenses, permits, services, benefits, and programs–is at the heart of Public Sector Solutions. Let's join Tishon as she sets up her org to manage business license applications in Cosville.

Create Record Types for Applications

Tishon decides to keep business license applications and individual applications separate. She wants to ensure that they have appropriate application statuses, categories, and approval processes.

Application or Permit	Examples
Business license	Spa and restaurant licenses
Individual license	Dentist and cosmetology licenses

A sign permit is an example of a permit required for a spa business license.

Tishon creates record types for each of these licenses and permit types. To keep things simple, she uses the same name for a record type and its corresponding license type.

Here’s how she creates a record type for a spa business license.

From Setup, in Object Manager, select Business License Application.
Select Record Types, and then click New.
From the Existing Record Type menu, select Master.
Enter Spa License in the Record Type Label field, and press Tab to automatically populate Record Type Name with Spa_License.
Select Active.
Select Apply one layout to all profiles, and then select Business License Application Layout from the list.
Save the changes.

Tishon repeats the steps to create a record type with a label of Sign Permit and Record Type Name of Sign_Permit.

A screenshot on creating the Sign Permit record type for business license applications

Remember, all the application record types should have a corresponding Regulatory Authorization Type.

Create a Unified Hierarchical View

Using a unified hierarchical view, Tishon lets users see parent and dependent applications as well as related tasks, all in one place. This way, users in the Community Outreach Office, for example, can easily access the tasks and actions that need their attention without having to search for them.

Let’s follow along as Tishon creates a unified view for business license applications.

From Setup, in the Quick Find box, search for and select Lightning App Builder.
Click New.
Select Record Page, and click Next.
For Label, enter Business License Application.
For Object, find and select Business License Application, and click Next.
Click the Clone Salesforce Default Page tab.
Select Grouped View Default, and click Done.
Create a custom tab on the layout:
1. Select the body of the page, and select Add Tab.
2. For Tab Label, select Custom.
3. For Custom Label, enter Unified View.
4. Select Done.

Business License Application page showing unified Hierarchical view

Select the Unified View tab on the page layout.
From the Components pane, drag Hierarchical View to the page layout.
Enter these details in the Hierarchical View options:

For the First-Level Related List, select Visits.
For the Second-Level Related List, select Regulatory Code Violations.
For the Third-Level Related List, select Violation Enforcement Actions.

Save your work, activate the page, and exit Lightning App Builder.

Create a Business Profile

Every business applicant in Public Sector Solutions is represented by an account and a business profile. Tishon has already created an account for Sunshine Salon. Next, she creates a business profile for the salon with the account and other business details, like business tax identifiers.

Here’s what she does.

Click and then find and select Business Profiles.
Click New.
For Account, select Sunshine Salon.
For Business Tax Identifier, enter 812112.
For Business Operating Name, enter Sunshine Salon and Spa.
For Business Structure, select Sole Proprietorship.
Save your changes.

Create an Approval Process

Tishon has all the underlying configurations for ready-to-process business license applications in her org: She's created regulatory authorities and authorization types, and record types for the applications and sign permits.

She still has some configuration to do: Create the application forms, and set up processes to efficiently review and approve the applications. Public Sector Solutions offers robust tools for creating dynamic application forms that constituents can submit from a public portal. The solution also gives you tools to expedite workflows and automate approval processes.

Approval processes need meticulous planning to run successfully. For more information, see the Trailhead module Approval Process for Public Sector Solutions.

Track Data Usage

The cost of using Public Sector Solutions depends on the number of applications you process. To keep track of her data usage, Tishon creates a usage-based pricing view of the business license applications that Cosville processes.

Tishon sets up usage-based pricing for business license applications using these steps.

From Setup, in the Quick Find box, search for Public Sector Solutions, and then select Usage Based Pricing.
Click New Application RecordType Config.
For Label, enter Salon Establishment License.
For Application Usage Type, select Public Sector Application Forms.
For Object Name, select Business License Application.
For Record Type Name, enter Salon Establishment License.
Save your changes.

Now that Tishon has set up users, security, regulatory authorities, and applications, it’s time to build a public portal. Find out how to create an Experience Cloud site in the next unit.

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