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

1. 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.

2. Click the Details button to access the details for a parcel, parcel address, or parcel owner.

3. Click Attachments in the navigation bar.

4. 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

1. 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.

2. Click the Details button to access the details for a parcel, parcel address, or parcel owner.

3. Click Attachments in the navigation bar.

4. Click Add.

5. Select the file to upload in the browser dialog box and click Open.

   The filename appears on the Add Attachments page.

6. 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.

7. Click the Upload button.

Deleting Property Attachments

1. 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.

2. Click the Details button to access the details for a parcel, parcel address, or parcel owner.

3. Click Attachments in the navigation bar.

4. Click Edit.

5. Select the check boxes next to all the attachments that you want to delete.

6. 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 followed by resolved conditions. The condition indicator in the header of the details pages displays the most severe condition having a high priority. Click the All Conditions link next to the icon to open a modal window that displays all active conditions applied along with their severity, applied date, and display message.

Note: Deleting a parcel or address record in the property information 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 or Address

1. Click Parcel or Property Address on the agency springboard.

   Select a property.

   Click Conditions in the left panel.

2. Click Apply Condition.

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

   Page Element	Description
   Condition Name	Use the lookup prompt to search and select the condition that you want to apply. The search page lists all the available conditions along with their severity, display message, and description. For more information on conditions, see Setting Up Conditions.
   Display Message	Displays the message associated with the selected condition. This message is entered by your agency administrator in the setup page and cannot be updated here.
   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.
   Apply Condition to Transactions	Applies the condition to all the new transactions that will be associated with the selected address or parcel. You turn off the switch if you want the condition to be applied only to the transaction you are working with. The condition setup determines whether this switch is turned off or on by default. For more information on setup and business rules, see Setting Up Conditions.
   Include in-process transactions	Select this check box if you want to apply the condition to the in-process transactions related to the parcel or address. This option appears only if the Apply Condition to Transactions switch is turned on. You can click the View Impacted Transactions link to view the list of transactions where the condition will be applied.
   Business Rules	Select one or more rules from: Prevent New (Not applicable to transactions) Prevent Workflow Advancing Prevent Issue or Final Restrict Payment Prevent Inspection Schedule (applicable only to permits) Prevent Inspection Result (applicable only to permits) Business rules are available for selection based on: Condition setup: If the Apply Condition to Transactions switch is disabled on the Condition Details page, then the Prevent New business rule alone is available for selection. Condition severity: For example, for a condition with a Hold severity you must select business rules, and for a condition with a Lock severity, all business rules are automatically applied See Setting Up Conditions.
   Priority	Select a priority for the condition. Values are High, Medium, and Low.
   Description	Displays the message as entered by your agency administrator in the setup page.
   Additional Information	Enter additional information for the condition.

4. Click Save.

Resolving a Condition

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

1. Click Parcel or Property Address on the agency springboard.

   Select a property.

   Click Conditions in the left panel.

2. Click Resolve for the condition you want to resolve.

3. On the Resolve Condition page, enter a description of how the condition was resolved in the Resolution Action field. The Resolve conditions applied to transactions switch is turned on by default, which resolves the condition that was initially applied automatically to the transactions when this condition was created.

   You turn off the switch if you want to resolve this condition alone, without affecting the transactions associated with the parcel or address.

4. Use the View Impacted Transactions link to access a page that lists all impacted transactions within the selected parcel or associated with the selected address.

   Note: The Resolve conditions applied to transactions switch appears only if you selected the Apply Condition to Transactions switch at the time of applying the condition.

5. Click Save.

Modifying a Condition

1. Click Parcel or Property Address on the Agency Springboard.

   Select a property.

   Click Conditions in the navigation bar.

2. Click the View More Details button for the condition you want to modify.

3. On the Condition Details page you can update the rules, priority, description, and additional information for a condition with a Hold severity. For conditions with a Lock or Notice severity, you can update the priority, description, and additional information.

   Note: You can't edit any fields for a resolved condition.

4. Click Save.

   Caution: Once a condition is saved, you can't make changes to the Apply Condition to Transactions and Include in-process transactions fields.

Viewing a Resolved Condition

You can view the details of a resolved condition on the Condition Details page.

1. Click Parcel or Property Address on the Agency Springboard.

2. Select a property.

3. Click Conditions in the navigation bar.

4. Select a row with a status of Resolved and click View More Details.

5. The Conditions Details page opens to display the details of the condition at the top, followed by an additional information about its resolution:

   • Resolve condition applied to transactions

   • Resolution Action

   • Resolved By

   • Resolved Date

6. Click Cancel to return to the Conditions page.

Working with Parcel Genealogy Transactions

Agency staff can create parcel genealogy transactions to manage parcel splits, merges and lot line adjustments, and attribute management.

Agency staff can create Parcel Genealogy transactions to manage parcel splits, merges and lot line adjustments. You can use the step-by-step guide to select a genealogy transaction type and establish parent and child parcels. You can also manage attributes, such as addresses, owners, size and districts. Once a parcel genealogy transaction is established, you can view the relationship in the Genealogy tab within the Parcel page.

Splitting Parcels

To split parcels:

1. Select the Parcel Genealogy tile on the Agency Springboard.

2. From the Transaction drop down, select Split and then click Add Transaction.

3. On the Split page, you have a guided process with steps as follows:

   Steps	Description
   Step 1: Select Parent Parcels	You can select parcels from the list, which have to be split.
   Step 2: Select Child Parcels	You can either select child parcels that are already on the system or create new child parcels.
   Step 3: Manage Addresses Step 4: Manage Owners Step 5: Manage Districts Step 6: Manage Conditions Step 7: Manage Parcel Size	When you create new child parcels, you can enter the parcel attributes such as addresses, owners, districts, conditions and parcel sizes. When you select child parcels that are already on the system, you will be able to view the parcel attributes but not modify them.
   Step 8: Review	You can review the parcel details of the resultant parcels. Validation errors, if any, are displayed at the top of this page.

Merging Parcels

To merge parcels:

1. Select the Parcel Genealogy tile on the Agency Springboard.

2. From the Transaction drop down, select Merge and then click Add Transaction.

3. On the Merge page, you have a guided process with steps as follows:

   Steps	Description
   Step 1: Select Parent Parcels	You can select the parent parcels to be merged from the list.
   Step 2: Select Child Parcels	You can either select child parcels that are already on the system or create new child parcels.
   Step 3: Manage Addresses Step 4: Manage Owners Step 5: Manage Districts Step 6: Manage Conditions Step 7: Manage Parcel Size	When you create new child parcels, you can enter the parcel attributes, such as addresses, owners, districts, conditions and parcel sizes. When you select child parcels that are already on the system, you will be able to view the parcel attributes but not modify them.
   Step 8: Review	You can review the parcel details of the resultant parcels. Validation errors, if any, are displayed at the top of this page.

4. Click Submit.

Making Lot Line Adjustments

To make lot line adjustments:

1. Select the Parcel Genealogy tile on the Agency Springboard.

2. From the Transaction drop down, select Adjust and then click Add Transaction.

3. On the Adjust page, you have a guided process with steps as follows:

   Steps	Description
   Step 1: Select Parcels	You can select parcels from the list to make adjustments.
   Step 2: Manage Parcel Size	Adjust the parcel sizes.
   Step 3: Review	You can review the details of the adjustment made. Validation errors, if any, are displayed at the top of this page.

4. Click Submit.

Viewing Parcel Genealogy Transactions

To view parcel genealogy transactions:

1. Select the Parcel tile on the Agency Springboard.

2. From the Parcel page, click a parcel row.

3. Select the Genealogy tab in the left panel. You can view the details of all the genealogy transactions this parcel has been through. The red star identifies the parcel which is currently being viewed. Click any parent or child parcel link to open the corresponding Parcel Details page in a new window.

Reconciling Provisional Parcels

Agency staff can now easily reconcile provisional parcels by replacing the temporary parcel identification numbers with a new one. Once reconciled, a cross-reference is established to retain history.

New parcels with the provisional status can be created on the Parcel page or as a result of genealogy transactions. The agency uses the provisional parcel numbers to associate transactions to those parcels while waiting for the assessor’s parcel numbers (APNs) from the county. Once APNs are imported, agency staff can search for parcels in the provisional status and reconcile them with their matching APNs. After the provisional parcels are reconciled, a cross-reference is established to retain history.

To reconcile provisional parcels:

1. Select the Parcel Reconciliation tile on the Agency Springboard.

2. Click the Unmatched Parcels page, to view the following fields:

   Page Element	Description
   Search	You can search for a provisional parcel using its primary address.
   Provisional Number	The temporary parcel number assigned to newly created provisional parcels.
   Creation Date	The date on which the provisional parcel was created.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The address of the primary parcel owner.
   Owner	The name of the primary parcel owner.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.

3. Click the Find Matching APN button on an unmatched parcel row to search for a matching APN.

4. In the Find Matching Parcel modal, view the following fields:

   Page Element	Description
   Search	By default, the search field shows the street number and street name of the primary address of the unmatched provisional parcel. The search results below appear filtered to list only those matching the search criteria.
   Parcel	The APNs of the parcels that resulted from the search.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The primary address of the parcel.
   Owner	The name of the primary owner of the parcel.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.

5. Select the check box for the matching APN and click the Reconcile button.

Viewing Reconciliation History

In the Reconciliation History page, you can view the details of the provisional parcels reconciled with their APNs. You can also use this page to undo a reconciliation.

To view reconciliation history:

1. Select the Parcel Reconciliation tile on the Agency Springboard.

2. Click the Reconciliation History tab to view the following fields:

   Page Element	Description
   Search	By default, the search field shows the street number and street name of the primary address of the unmatched provisional parcel. The search results below appears filtered to list only those matching the search criteria.
   Provisional Number	View the provisional number of the parcel. Click the link to view the details of the parcel in a new window.
   APN	View the APN of the parcel. Click the link to view the details of the parcel in a new window.
   Address	The primary address of the parcel.
   Owner	The name of the primary owner of the parcel.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.
   Reconciled By	The user id of the person who reconciled the parcels.
   Date Reconciled	The date on which the provisional parcel was reconciled with its APN.
   Undo Reconciliation button	To disassociate parcels which were incorrectly reconciled.

Undoing a Reconciliation

To undo a reconciliation:

1. Select Parcel Reconciliation on the Agency Springboard.

2. Click the Reconciliation History tab.

3. Click the Undo Reconciliation button and confirm to revert the reconciliation.