MuniLogic SE has recently completed development work on the License Batch Renewal functionality, which allows generating new Renewals and the associated tasks for all Licenses that match the specified parameters. This functionality allows easily creating renewals, inspections, fees, reports, documents, and notifications to the citizen via email messages. The entire License Renewal workflow can be done through the License Renewal Batch functionality.

 

You can access the License Batch Renewal functionality through the Batch Button (1) in License>Application which opens the Renewal Batch window.

Once in the License Renewal Batch Window, we can proceed with creating a new Renewal Batch. This window lists all the current Renewal Batches. The checkbox in the bottom (1) right enables showing completed Batches, when this is not checked it only displays the Batches that have not been run yet.

A new batch can be created by pressing the New Button (2) or by copying an existing batch and editing it. Batches can be removed from the list with the remove button.

Once you click the New Button, you will proceed to the second window of the Renewal Batch, the Renewal Batch Details.

This 2nd Batch screen allows you to see the details and summary of what the Batch Job contains. Other than the Name, Date, and Created by Field, everything else will fill in after the other screens are completed.

  1. The Name field decides what the name of the Batch is going to be. A good name that describes the content of the batch is recommended.
  2. The Date is the date that the Batch was created.
  3. The Created By dropdown selects the user account that will be marked on the Batch as the one who created the batch
  4. The Number fields summarize the number of Renewals/Fees/Inspections created in the Batch
  5. The Total ($) is the total fees across all the renewals
  6. The Activity Performed table lists all the actions that have been processed in the Batch
  7. The Next button continues into the next screen to configure the Batch further
  8. The Finish button saves the batch as is and goes back to the first screen

Once you are done selecting a Name, Date, and Created By field, hit next to proceed to the third step of the process, the Renewals selection.

The 3rd screen allows you to decide which renewals will be part of the License Renewal batch.

 

  1. The Use Selected Records box disables the Desired License Renewal Parameters section and defaults the selection to the current Selected Records from the Quick Search or Query performed beforehand
  2. The License Type dropdown decides what type of Renewals will be created
  3. The Date Range fields decide what date ranges to filter the renewals to, based off the Date Field selected
  4. The License Status dropdown allows you to filter the selection to only Active or Inactive Licenses
  5. The Renewal Status dropdown allows you to filter the selection to only specific Renewal Statuses
  6. The Search button then fills in any renewals matching the above parameters and displays them in the box below. The Clear button clears the box below.
  7. The Current Record Selection table shows all the renewals that match the above Parameters or that were previously searched if the Use Selected Records checkbox was checked.
  8. The Remove button allows removing specific records out of the Current Renewal Selection table by highlighting and selecting the renewal and then hitting Remove
  9. These checkboxes are further Filters that work with both Selected Records and the Desired License Renewal Parameters. You can filter the results to only show Paid Renewals or Renewals with Outstanding Balance, or Renewals that fall on a specific Month or Year.
  10. The Report Button opens a report that lists all of the Renewals currently selected in the Batch, useful for when editing an already run batch to get a full list of the changes.
  11. The View Button opens the selected Renewal in MuniLogic
  12. The Next Button proceeds to further configure the Batch renewal, the Finish Button saves the renewal to later return to

The 4th screen decides which actions will be done on each renewal, including reports, fees, and inspections.

 

  1. Checking Create New Renewal Records will make the Batch job create new renewals for each License, as setup in the edit button.
  2. The Edit Button opens the Create Renewals window which allows configuring the created Renewals. This button turns green when the renewal is configured.
  3. Create Reports allows you to select from the Desired Reports dropdown list setup in the Admin Module which selects the reports to be generated on the License Renewals. The reports can be printed out immediately, can be imported to the central document repository, or imported and linked to the current record. If emails are setup for Licensees, it can also send them all an email with the report as a PDF.
  4. Checking the Email to All Licensee’s sends an email message out to all Licensee email addresses.
  5. The Use Template and Compose New buttons open windows for configuring the email being sent in 4), using a premade template or else generating a new message. When a default template is selected the Compose New button grays out.
  6. Validate Email opens a window that validates which renewals have email addresses
  7. The Create Fee(s) for Each Renewal checkbox allows generating fees for each renewal on the batch. The number of fees to create are chosen from the dropdown.
  8. The New Fee button opens a new window to allow configuring the fees. This button turns green when configured.
  9. The Create Unscheduled Inspections for Each Renewal checkbox creates inspections for each renewal based off defined Inspections. Either a single category or type or whatever default inspections are set for each renewal.
  10. The Next Button continues to the final screen to run the Batch, whereas Finish saves the batch for the future.

The Edit Renewal Screen opens when you hit the Edit Button in the Create Renewals Section in the 4th screen, which allows you to edit and change what fields are being filled in on renewals.

 

  1. The Renewal Type dropdown chooses what Renewal Type to give all the renewals
  2. The Renewal/Expiration/Issued date fields set the matching dates on the renewals
  3. The Renewed By field decides who the Renewals will be marked as completed by
  4. The Global Edit field is set in the Admin Module and allows you to change any field in any of the renewals to match whatever is input in the Value field to the right
  5. The Update button applies all the above changes to the renewals below
  6. This Renewal table shows all the renewals with their updated values
  7. This is the Total Number of Renewals being changed in the above table
  8. The Remove button removes the currently highlighted record
  9. Pressing the OK button saves the renewals and goes back to the previous screen

 

If you hit Use Template in the Email section on the 4th screen, it opens this window to select which template to use.

 

The Use Template window has a dropdown that allows you to select an existing template and apply it. Pressing Ok selects it and goes back to the 4th screen, pressing cancel just goes back without selecting.

If you wish to add a new Email Template or edit an existing one, you can hit the Compose New button in the email section in the 4th screen to enter in your own email message.

  1. The Select Existing Template allows selecting an existing template to edit
  2. The subject is the subject line of the email
  3. This is the message field of the email, including whatever message is to be sent
  4. Pressing these tags below the box allows inserting that variable into the message that turns into the relevant information for each Renewal, @Owner being the Owner Name on each renewal, etc.
  5. Make sure to Save the message once done if editing an existing template
  6. Press the OK button to return to the previous window.

The Email Validation Window opens when you hit Validate Email on the 4th screen which allows you to see which emails have valid email addresses.

  1. The emails that have a value in their Email field are listed in the top box
  2. Pressing View opens the selected record from the above table. Pressing Report opens a report listing all the records with email addresses.
  3. The emails with no value in the email field are listed in the bottom box
  4. Pressing View opens the selected record from the above table. Pressing Report opens a report listing all the records with email addresses.

The New Fee window opens when you hit New Fee in the Fee Section on the 4th screen which allows selecting which fees are to be added to the License Renewal.

  1. The Fee Creation Number dropdown in the top left allows you to select which of the Fees you are creating if more than one fee was selected in the dropdown in the previous screen
  2. The fee gets added as a regular fee, selecting the Fee Category/Type, Fee Amount, and possibly including a General Ledger Account or Note
  3. Once all the fees have been configured press Ok to return to the previous screen

After finishing with Screen 4, clicking Next proceeds into Screen 5 which is a summary of everything that will be done in the License Renewal Batch.

 

  1. The Status shows whether the batch has been completed or is still active
  2. The Renewal table shows all the renewals created as part of the batch job and the fields they’re filled with.
  3. This Total shows the number of renewals being created
  4. The Fee Total is the total across all the renewals being charged
  5. Pressing Batch Schedule opens the Batch Schedule window for scheduling when the batch will be run
  6. Pressing Finish saves the batch for running later.

After confirming the summary on Screen 5 is correct, you can hit Batch Schedule to open the Batch Schedule screen to select when the License Renewal Batch will be run. Alternatively, you can hit finish to save the Batch and not schedule it.

 

  1. Choose whether to run this batch job immediately or later
  2. If Later, this Date selection chooses on what date to run the Batch job
  3. This is the Time that the batch will be run on that day
  4. Pressing Finish schedules the batch.

The Batch will then be run either immediately or at the specified time.

Once the Batch job has been run or saved for running later, it will appear on the first screen of License Renewal Batch.

  1. The Completed Batches will only be visible if the checkbox in the bottom left is checked
  2. Successfully run batches will appear in red
  3. Batches yet to be run will appear in black with schedule status