12Managing Property Information

Working with Property Attachments

Attachments provide supporting documentation needed by agency staff to manage parcels. You view a list of files and upload or download documents on the Attachments page.

Viewing Property Attachments

Select Parcel, Property Address, or Property Owner on the Agency Springboard.

Note: You can also access these pages through the Property Information menu in the Navigator.
Click the Details button to access the details for a parcel, parcel address, or parcel owner.
Click Attachments in the navigation bar.

On the Attachments page, view the list of property attachments, including this information:

Page Element	Description
Filename and Description	View the filename and description entered by the user upon upload.
File Size	View the size of the attachment.
Category and Subcategory	View the document category and subcategory for the attachment.
Actions	Click to select an action: View Details: Select to view detailed information about the attachment. Download: Select to download the attachment. Delete: Select to delete the attachment. You will be prompted to confirm the permanent deletion.

Adding Property Attachments

Select Parcel, Property Address, or Property Owner on the Agency Springboard.

Note: You can also access these pages through the Property Information menu in the Navigator.
Click the Details button to access the details for a parcel, parcel address, or parcel owner.
Click Attachments in the navigation bar.
Click Add.
Select the file to upload in the browser dialog box and click Open.
The filename appears on the Add Attachments page.
On the Add Attachments page, enter a description of the file, a document category, and a document subcategory.

Note: The description, document category, and document subcategory fields are optional and can be left blank.

For more information on document categories and subcategories, see Setting Up Document Categories and Subcategories.
Click the Upload button.

Deleting Property Attachments

Select Parcel, Property Address, or Property Owner on the Agency Springboard.

Note: You can also access these pages through the Property Information menu in the Navigator.
Click the Details button to access the details for a parcel, parcel address, or parcel owner.
Click Attachments in the navigation bar.
Click Edit.
Select the check boxes next to all the attachments that you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Note: You can delete a single attachment on the Attachments page by selecting Delete in the Actions menu.

Applying Conditions to Parcels and Addresses

Agency staff can apply conditions to parcels and addresses so that users interacting with a property are notified of any issues with it.

Agency staff apply, modify, and resolve parcel and address conditions on the Conditions page. The Conditions page lists all of the conditions applied to the selected property, with applied conditions at the top followed by resolved conditions. The condition indicator at the top displays the most severe condition having a high priority. Click the All Conditions link at the top of the page to open a modal window that displays all the active conditions applied along with their severity, applied date, and display message.

Note: : Deleting a property record automatically deletes any associated conditions that are applied to the permit or planning application you are working with. See the section Deleting a Property under Working with Property Information.

Applying a Condition to a Parcel

Click Parcel or Property Address on the Agency Springboard.
Select a property.

Click Conditions in the navigation bar.
Click Apply Condition.

On the Condition Details page, enter values for the following fields:

Page Element	Description
Condition Name	Select the condition that you want to apply. For more information on conditions, see Setting Up Conditions.
Severity	Displays the level of severity defined for the selected condition. Lock: This severity suspends all operations and selects all business rules for the condition. Hold: This severity enables agency staff to select the business rules that apply to the condition. Notice: This severity functions as an alert and has no effect on operations.
Business Rules	Select the Prevent New business rule. Note: The business rule is available for selection based on the severity of the condition you select. For example, for a condition with a Hold severity you must select the business rule, and for a condition with a Lock severity, the business rule is automatically applied.
Additional Information	Enter additional information for the condition.
Display Message	Displays the message associated with the selected condition.
Priority	Select a priority for the condition. Values are High, Medium, and Low.
Description	Displays the description associated with the selected condition. You can edit this text.
Apply Condition to Transactions	Turn on the switch to apply the condition to all the new transactions that will be associated with the selected parcel. Note: This switch is available for parcel conditions, but not address conditions. The following business rules are also applied, If selected at the time of applying the condition: Prevent Workflow Advancing Prevent Issue or Final Restrict Payment Prevent Inspection Schedule Prevent Inspection Result Note: The business rules listed above appear for selection only when the Apply Condition to Transactions option is selected. The condition setup determines whether the this switch is turned off or on by default. For more information on business rules, see Setting Up Conditions.
Include in-process transactions	Select this check box if you want to apply the condition to all the existing transactions related to the parcel. This option appears only if the Apply Condition to Transactions is turned on and is not available for address conditions. You can click the View Impacted Transactions link to view the list of transactions on which the condition will be applied.

Click Save.

Resolving a Condition

You can resolve a condition that you applied to a parcel or address.

Click Parcel or Property Address on the Agency Springboard.
Select a property.

Click Conditions in the navigation bar.
Click Resolve for the condition you want to resolve.
On the Resolve Condition page, enter a description of how the condition was resolved in the Resolution Action field.
Select the Resolve conditions applied to transactions switch to resolve the condition that is impacting any other transactions associated with the parcel.
Use the View Impacted Transactions link to access a page that lists all the impacted transactions within the selected parcel.

Note: This step applies to parcel conditions, but not address conditions.
Click Save.

Modifying a Condition

Click Parcel or Property Address on the Agency Springboard.
Select a property.

Click Conditions in the navigation bar.
Click the View More Details button for the condition you want to modify.
On the Condition Details page you can update the priority, description, and additional information for the condition.

Note: You can’t edit any fields for a resolved condition.
Click Save.