Law Enforcement User Guide · 17/08/2016 · Version 1.6 - 8/17/2016 Page 25 Enter your credentials Enter your username and password, then click on the LOG IN button. If your username

California Pawn and Secondhand Dealer System

Law Enforcement User Guide

Version 1.6 ∙ 8/17/2016

CAPSS Law Enforcement User Guide

Version 1.6 - 8/17/2016

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Table of Contents

Overview .......................................................................................................... 4 Why CAPSS? ...................................................................................................................... 4 What is covered by this guide ................................................................................................. 4

CAPSS Licensing ............................................................................................................. 4 CAPSS Main.................................................................................................................... 5 CAPSS Licensing & CAPSS Main ......................................................................................... 5 Sample data in this document ........................................................................................... 5

CAPSS Licensing ................................................................................................. 6 Licensing Workflows .......................................................................................................... 6

New License Applications ............................................................................................... 6 License Renewals ........................................................................................................... 7

Managing License Applications .............................................................................................. 8 Application Process ........................................................................................................ 8 Email Notification of Pending Application ...........................................................................10 Logging in to CAPSS Licensing .........................................................................................10 License Administrator Dashboard ......................................................................................10 Finding License Applications ..........................................................................................11 Processing new (pending) License Applications ...................................................................12 Generating a Pending Letter ...........................................................................................13 Workflow Checkboxes ...................................................................................................14 Editing License Details .....................................................................................................15 Approving a License ........................................................................................................16 Denying a License ...........................................................................................................17 Canceling or Revoking a License ........................................................................................18 Canceling or Revoking a License ........................................................................................19 Processing License Renewals ............................................................................................20 Fee Collection ................................................................................................................21 Notification of California Department of Justice Fee Receipt ....................................................21 Renewing a License and Printing Certificate.........................................................................21 Editing the License Details ................................................................................................22 Editing the License Details ................................................................................................23 Expired Licenses ............................................................................................................23

Logging In ..................................................................................................... 24 CAPSS Systems ................................................................................................................24

There are 3 CAPSS Subsystems. Below are the URL’s .....................................................24 Browse to the appropriate CAPSS URL ...............................................................................24


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Enter your credentials ......................................................................................................25 Password Policy ................................................................................................................26

Email Notifications .........................................................................................................26 Forgot/ Expired Password ...............................................................................................26 Expired Password ..........................................................................................................27 Resetting your Password ................................................................................................28 Forgot your username? ...................................................................................................30 Retrieving your USERNAME ............................................................................................31

CAPSS ID .........................................................................................................................32 Managing your profile ........................................................................................................32

Once logged in to CAPSS ID, you will be taken to the CAPSS ID dashboard. .....................32 Edit My Profile ...............................................................................................................33

Managing Other User Profiles (Administrator Feature) ............................................................34 New user account ..........................................................................................................35 Finding a user account .....................................................................................................37 Editing a user account .....................................................................................................38

Deactivating a user account .................................................................................................39 Updating user roles ............................................................................................................39

CAPSS Main .................................................................................................... 40 APS Match Notifications .....................................................................................................40

Exporting to CSV ...........................................................................................................40 Viewing a Notification ......................................................................................................41 Finding Customers ..........................................................................................................42

Finding Customers .............................................................................................................43 Results: ........................................................................................................................43

Finding Stores ...................................................................................................................43 Finding Items ...................................................................................................................44

Results for lap top search ..............................................................................................45 Cross Search .................................................................................................................45

CAPSS Licensing and Main ................................................................................ 47 Technical Requirements .....................................................................................................47 Contact information ...........................................................................................................47


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Overview Why CAPSS? In accordance with AB391, which was passed on August 17, 2012, new procedures for California Pawnbrokers (PBs) and Secondhand Dealers (SHDs) when reporting property transactions to their Local Law Enforcement Agencies were established. PBs and SHDs will be required to use a single, statewide, electronic reporting system, which the California Department of Justice has developed and called California Pawn and Secondhand Dealer System (CAPSS).

What is covered by this guide This guide has been developed specifically for Law Enforcement users and covers the following:

CAPSS Licensing • Licensing workflows • Managing License Applications • Process for Applicants • Logging In • License Administration Dashboard • Finding License Applications • Processing New (pending) License Applications • Workflow Checkboxes • Editing License Details • Generating a Pending Letter • Approving a License • Denying a License • Canceling or Revoking a License • Managing License Renewals • Editing the License Details • Fee Collection • Notification of California Department of Justice Fee Receipt • Renewing a License and Printing Certificate • Expired Licenses

• Managing your user profile • Managing other user profiles (Administrator feature) • Password Policy


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CAPSS Main • APS Match Notifications • Exporting to CSV • Viewing a Notification

• Finding Customers • Finding Stores • Finding Items • Finding Submissions • Cross Searching

CAPSS Licensing & CAPSS Main • Technical Requirements • Contact information

Sample data in this document The samples displayed in this document are only intended to show the functionality of the system, and may not reflect reality (e.g. an application from a store in Sacramento would not be handled by the Alameda Licensing Authority).


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CAPSS Licensing Licensing Workflows New License Applications


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License Renewals


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Managing License Applications Application Process

License Application Inquiry When a store wishes to apply for a license, they will inquire at their local License Authority.

The License Authority will need to provide the applicant with the following:

Livescan forms URL for the online JUS-125 Any other documents required by the License Authority

The URL for the online JUS-125 is:

https://capss-licensing.doj.ca.gov/public/applications/new?ori={LICENSE_AUTHORITY_ORI_CODE}

The blue portion is always the same, but the {RED PORTION} needs to be the ORI code for the License Authority.

For example, the ORI code for the Alameda Sheriff’s Department is CA0010000, so the URL they would give to applicants would be:

0https://capss-licensing.doj.ca.gov/public/applications/new?ori=CA0010000

The License Authority should know their ORI code, but can contact the California Department of Justice at [email protected] if necessary.

Online JUS-125 application The applicant will use the online JUS-125 form to submit their license application. The system will use the ORI supplied with the URL to pre-populate the license authority details.

The examples shown below are for applicants under the authority of the Alameda Sheriff’s Department (CA0010000).


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Email Notification of Pending Application Once an application is submitted via the online JUS-125, an automated email will be sent to the License Authority (based on the ORI code in the URL used by the applicant). The email notifies the License Authority that a new application is pending.

The License Authority then needs to log in to CAPSS Licensing and process the application.

Logging in to CAPSS Licensing License Authority users can access CAPSS Licensing by either of two ways:

- Direct URL: https://capss-licensing.doj.ca.gov - LICENSING button on the CAPSS web application

For details on logging in to CAPSS, CAPSS Licensing or CAPSS ID, please refer to the Logging In section.

License Administrator Dashboard The License Administrator Dashboard is used by the License Authority to manage license applications, and is shown below. For questions concerning licensing requirements or issuing a store license, please email [email protected].


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Finding License Applications As license applications are submitted, it may be necessary to find one that isn’t displayed at the top of the pending applications list. You can utilize the APPLICATION / STORE SEARCH box to find applications and/or stores. Simply type part of the name of the store, owner, etc. and click on the SEARCH button. The search feature works across all status types (Pending, Canceled, etc.).


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NOTE: The letter was designed to be printed on the License Authority’s letterhead.

Processing new (pending) License Applications To process a new (pending) application, select the application from the Pending Applications list on the dashboard. The application details will be displayed, and scrolling will display all details.


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Generating a Pending Letter If you wish to send a Pending Letter to the applicant, you can click on the PENDING LETTER button. This will open a new browser window and display the letter as a .PDF file (hence the requirement for allowing pop-ups). You can use your browser to download/print and mail the letter to the applicant.

NOTE: The letter is designed to be printed on the License Authority’s letterhead.


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Workflow Checkboxes As the application is processed, the checkboxes need to be checked. The application cannot be approved (APPROVE button is disabled) until all of the checkboxes are checked.


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Editing License Details If details on the License Application need to be edited, click on the EDIT button to make changes. Editing is available in the “pending” or after the license has been “approved”.

Once finished making changes, click the SUBMIT button. The CANCEL button will return to the application display WITHOUT saving any changes.


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Approving a License Once all the workflow checkboxes are checked, you can approve the application by clicking on the APPROVE button. When the CERTIFICATE dialog is displayed, enter the issuing officer’s name and title, then click on the GENERATE button.


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Denying a License An application can be denied by clicking on the DENY button.

Enter the denial reason and click on the DENY button. A denial letter will be generated as a .PDF that can be printed and mailed to the applicant.

NOTE: The letter is designed to be printed on the License Authority’s letterhead.


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Canceling or Revoking a License Existing licenses can be canceled or revoked. To find an existing license, use the search box. Click on the license to display its details.

To revoke a license, click on the REVOKE button. When prompted, enter the reason and click REVOKE.


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Canceling or Revoking a License

To cancel a license, click on the CANCEL button. When prompted, enter the reason and click CANCEL LICENSE.

Re-activating a canceled or revoked License Any licenses that have been revoked or canceled can be re-activated.


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Processing License Renewals License renewals are displayed in the Renewal Licenses tab on the dashboard. To process a renewal, select it from the list. Expired licenses can also be renewed.

The workflow checkboxes on a renewal must be checked before a license can be renewed.


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initial application or last renewal.

Fee Collection The Renewal fee collected checkbox will prompt for the amount collected.

Notification of California Department of Justice Fee Receipt Once the renewal fee is received by California Department of Justice, they will mark the checkbox for Renewal fee received by DOJ. Once marked, the system will send an email back to the License Authority indicating that the license can be renewed.

Renewing a License and Printing Certificate After receiving the email indicating that California Department of Justice has received the renewal fee, the license can be renewed by finding/displaying the license, and then printing the certificate.

NOTE: This is a good time to edit any details of the license that may have changed since the initial appilication or last renewal.


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Editing the License Details License details can be edited if necessary. This may be due to changes in address, names, etc. To edit a license, find it using the search facility. Once found, select it from the list.

When the license is displayed, click on the EDIT button. Changes can then be made.


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Editing the License Details

Expired Licenses The system automatically sends email notifications to the store administrator at 60 days, 30 days, and 10 days prior to the license expiration date. The system will expire licenses automatically if not renewed by the end of the day on the expiration date.

Expired licenses can be viewed in the Expired Licenses tab on the dashboard. An expired license can be renewed by selecting it and processing it as shown in the Processing License Renewals section above.


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Logging In CAPSS Systems There are 3 CAPSS Subsystems. Below are the URL’s

CAPSS - https://capss.doj.ca.gov

CAPSS Licensing - https://capss-licensing.doj.ca.gov

CAPSS ID - https://capss-id.doj.ca.gov

NOTE: The log in process/screens are identical - the same user account is used for all three.-

Browse to the appropriate CAPSS URL To log in, open your web browser and navigate to the appropriate URL from the list above:

If your username and password are not valid, you will see an error message, and will need to re-enter your username and password.


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Enter your credentials Enter your username and password, then click on the LOG IN button. If your username and password are valid, you will see the main dashboard:

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Password Policy A user password will be valid for up to 90 days from when it was last reset. User may reset their password anytime prior to or after the expiration.

Email Notifications Users will receive an email notification 15, 5 and one day prior to the expiration of the password. The email notification will read as such: “You have () days to change your password. Your password expires 90 days after your last reset. You may reset your password anytime before or after expiration using the “Forgot/Expired Password” link below.” https://capss-id.doj.ca.gov/users/retrievepasswordrequest?mode=forgot

Forgot/ Expired Password If you cannot remember your password, or for some reason the one you have is not working, you can recover your password by clicking on the FORGOT/EXPIRED PASSWORD? link on the log in screen.

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Expired Password

You will then be redirected to a screen where you will enter your CAPSS Username. After entering your username, click on the RETRIEVE PASSWORD button.

An email will be sent to the email account associated with your username with the link to reset your password. Follow the instructions to reset your password.

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You will receive a retrieval confirmation notification.

You will now need to check your email at the email address associated with your username.

Resetting your Password

SELECT: RESET PASSWORD

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Once the password has been successfully reset, the user will be redirected to a screen with links to the various CAPSS components.

Click on either one of the three links to continue.

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Forgot your username? If you cannot remember your username, or for some reason the one you have is not working, you can recover your username by clicking on the FORGOT USERNAME link on the log in screen.

Enter your email address associated with your CAPSS account. Select: RETRIEVE USERNAME

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You will receive a retrieval confirmation notification.

You will now need to check your email at the email address associated with your username.

Retrieving your USERNAME Once you select RETRIEVE USERNAME, an email will be sent to the email account associated with your CAPSS USERNAME.

You will be directed to the CAPSS ID screen to complete the log on process.

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CAPSS ID Managing your profile Once logged in to CAPSS ID, you will be taken to the CAPSS ID dashboard.

All users can manage their profile by clicking on the MY PROFILE button at the upper-right section of the screen:

You will be taken to the CAPSS User Management tool (CAPSS ID) login screen (in a new browser tab). Log in to CAPSS ID using your same username and password.

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Edit My Profile Click on the EDIT MY PROFILE button to change the various fields on your profile, including your password.

Edit the field(s) Select: UPDATE USER

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Managing Other User Profiles (Administrator Feature) In addition to managing their own profile, Administrators can manage other store user profiles. Access the CAPSS User Management tool by clicking on the MY PROFILE button at the upper-right section of the screen. Administrators will get a new Managed Users tab on the dashboard.

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New user account Click on the ADD USER button. You will then be able to enter the details for the new user account. When the details are complete, click the ADD USER button.

Enter the USER NAME and EMAIL ADDRESS Click on the CREATE USER button.

Enter the USER NAME and EMAIL ADDRESS Assign the GROUP MEMBERSHIP Click on the CREATE USER button.

You will be directed to your dashboard for confirmation the user account was created.

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The new user will be sent an email with instructions on how to set up their password.

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Finding a user account To narrow the list of users in the list, you can enter a portion of a username in the Search box. The list will dynamically change to reflect only those users with usernames that match the text you entered.

Search by the first few letters, example ma

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Editing a user account Click on a user’s row (it will be highlighted in blue as you hover over it). You will then be able to edit the details for the user account. When the details are complete, click the UPDATE USER button.

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Deactivating a user account You can deactivate / activate accounts using the ACCOUNT STATUS Active checkbox.

Updating user roles You can update the role(s) (authorizations) a user has by checking/unchecking the checkboxes under GROUP MEMBERSHIP.

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CAPSS Main The following features are part of CAPSS Main. Log in to CAPSS Main using your CAPSS Username and Password (See the Logging In section above for more details).

APS Match Notifications Notifications for Automated Property System (APS) matches can be viewed by clicking on the Notifications link on the top navigation bar.

Exporting to CSV To export the notifications to a .CSV (comma-separated values) file, click on the EXPORT TO CSV button. Depending on your browser configuration, the file will be downloaded to the default downloads folder.

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Viewing a Notification To view an individual notification, click on the row for a notification in the list (as you hover over a notification, the row will turn blue).

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Finding Customers

To find transactions that have submitted by specific customers, click on the Customer Search bar. Enter the search criteria and click on the SEARCH button:

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Finding Customers Results:

Finding Stores To find transactions that have submitted by a specific store, click on the Store Search link at the top of the navigation bar. Enter the search criteria and click on the SEARCH button:

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Finding Items To find transactions that have submitted for certain items, click on the Item Search link at the top of the navigation bar. Enter the search criteria and click on the SEARCH button: (Lap Top)

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Results for lap top search

Cross Search CAPSS MAIN allows users to Cross Search one or more fields. Select the Cross Search tab on the navigation bar.

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Cross Search

Cross Search Results:

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CAPSS Licensing and Main Technical Requirements Most modern web browsers (recent versions of Chrome, Firefox, Safari, Internet Explorer, etc.). IMPORTANT: Pop-up blockers must be disabled for the CAPSS sites:

• capss.doj.ca.gov • caps-licensing.doj.ca.gov • caps-id.doj.ca.gov

Contact information Phone: (916) 227-6400

Email: [email protected] For questions concerning licensing requirements or issuing a store license:

Email: [email protected]

Documents

Law Enforcement User Guide · 17/08/2016 · Version 1.6 - 8/17/2016 Page 25 Enter your credentials Enter your username and password, then click on the LOG IN button. If your username