Life cycle of a license and license renewals
SmartGov uses Process States which are associated with statuses to help track where the license is in its life cycle. There are different requirements that must be met for the license to move to a new process state. Process states cannot be changed or edited in SmartGov, however a jurisdiction can configure corresponding statuses that better match their business process.
There are two sets of states for a license. The first set of states applies to the main license, whereas the second set of states applies to the Initial/Renewal license records that are created as the main license is renewed.
Main license states
The initial or the pre-valid state for a newly created license. The license can move to this state at any time. If a renewal for the license moves to an Issued state, the status will automatically change from Pending to the initial Valid status.
The Pending status is automatically issued after creating a license through SmartGov or the Citizen Portal.
The Valid status shows that the license is current and in good standing.
There are certain requirements that must be met for a license to be in the Valid state.
- The current renewal of the license has to be in the Issued state.
- The main license must be in either the Pending or Expired state to be moved to Valid after meeting the necessary licensing conditions.
This means that the license is past its set expiration date.
A license can only become expired after it has been valid before. In the Renewals Tab, you can view the expiration dates of any licenses and initiate a renewal.
This shows that the validity of the license is currently at risk. The license can move to this status at any time.
Note: This can happen if associated renewal fees have not been paid.
This status shows that operations under this license have been suspended. The license can move to this status at any time.
This status shows that the license has been closed. The license can move to this status at any time.
A license with this status has been cancelled. The license can move to this status at any time, as long as there has never been a renewal issued.
Initial/renewal license states
This is the beginning state of an initial/renewal license after creating it.
To be Technically Complete, a license must have all required submittals be completed excluding deferred submittals.
To be approved, a license must meet the requirements to be Technically Complete. All steps that are marked as Required For Approval must also be completed.
If custom attributes are required for this license type, they must have values.
After approval, a license will be issued if:
all fees are paid or exempt/deferred.
all required inspections are complete or exempt/deferred.
all required conditions are verified.
no active holds exist.
This state shows that the license is not currently in use.
This state shows that the license is cancelled. The Initial/Renewal license may be placed in this state at any time. Note: In this state, no auto renewal processing will be done on the license.