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License renewal job

The License Renewal Job allows you to manually run the renewal job or schedule a renewal job. You can run the job for a specific renewal group that may be associated with multiple license types or a specific renewal step for a single license type. Renewal Groups are configured through the License Lookup Values page while Renewal Steps are configured when creating a license type.

 

       Bright Idea:

When running a license renewal job, the following rules will affect how the job runs:

  • The renewals are created in an Incomplete state when their license type is configured to "Accept Renewal Portal Applications" and are identified as a Business License.

  • All child licenses must have a renewal rule in order to be included in the job.

  • If the license is associated with a business account, and is portal enabled, the license will be created in an Incomplete state instead of a Pending state.

 

Scheduling the renewal job

To increase efficiency, you can schedule renewal jobs for future dates. For example, if a specific license type needs to be renewed by June 1 every year, you can schedule the renewal job to run 30 days prior to June 1. This will create the license renewals and, if configured, create renewal letters which the jurisdiction can send to licensees notifying them of their upcoming renewal.

  1. Click Administration in the navigation menu, then click Job Setup.
  2. Select Job/Security Setup.
  3. Click Renewal Process.
  4. Click Add in the Scheduled Jobs section.
  5. Enter a Name for the job. *Note: If no Name is entered, the name will default to Renewal Process.
  6. Select a Frequency for how often this job should run depending on the license type. For example, if the license is a monthly business license, select Monthly in the first drop-down menu.
  7. Select a Time for the job to run.
  8. Enter the Parameters for the job.
    1. Date Printed will default to Current Day. This is the date that will display on the letter that is generated from the job. Adjust this field as needed.
    2. The job will run on either a Renewal Group Name OR a Renewal Step Name associated with a specific License Type.
      • If the job should run for a specific renewal group, list the exact Renewal Group Name, including capitalization and spacing.
      • If the job should run for a specific renewal step within a license type, list the exact License Type and the exact Renewal Step Name, including capitalization and spacing.
    3. Enter the Max Pages for each PDF that is generated. *Note: SmartGov recommends a Max Pages value of 50.
    4. Check Calculate Fees Already Paid in Full if you would like to include fees associated with the renewal group or renewal step.
  9. Click Create.

  10. Click Save.

 

Manually running the license renewal job

There are times when you may need to manually run the renewal job. This will create the license renewals and, if configured, create renewal letters which the jurisdiction can send to licensees notifying them of their upcoming renewal. *Note: SmartGov recommends scheduling the Renewal Job instead of running the job manually, as licenses that have been included in a previous renewal job will not be included if the job is run again for the same configuration.

  1. Click Administration in the navigation menu, then click Job Setup.
  2. Select View/Run Jobs List.
  3. Click Start Job at the bottom of the page.
  4. Select Renewal Process from the list of jobs.
  5. Select the appropriate Schedule option.
    • If you would like the job to run now, select Run Immediately.
    • If you would like the job to run at a specific date and time, select the second option.
      1. Begin typing or click the calendar icon () to select the date on which to run the job.
      2. Use the drop-down menus to select the time of day to run the job.
  6. Configure the Parameters for the job.
    1. Date Printed will default to Current Day. This is the date that will display on the letter that is generated from the job. Adjust this field as needed.
    2. Enter the Max Pages for each PDF that is generated. *Note: SmartGov recommends a Max Pages value of 50.
    3. The job will run on either a Renewal Group Name OR a Renewal Step Name associated with a specific License Type.
      • If the job should run for a specific renewal group, list the exact Renewal Group Name, including capitalization and spacing.
      • If the job should run for a specific renewal step within a license type, list or lookup the exact License Type and the exact Renewal Step Name, including capitalization and spacing.
    4. Check Calculate Fees Already Paid in Full if you would like to include fees associated with the renewal group or renewal step.
    5. Click Run Job. The page will display the Jobs List where you can see the current status of the renewal job.

     

     

  7. Once the job is complete, click the file link in the Load/Extract File column to view the job. If the step is configured to generate letters, the zip file will include one or more PDFs that can then be sent to the licensees.