FL Data Entry

Purpose

Use this procedure to create and maintain dialog box templates that allow for fast, easy data entry when working in PACS.

Prerequisites

• To perform this procedure, the PACS Administrator > PACS Data Entry Template Maintenance user right is assigned to your ID.
• To edit any template or set a template as the Global Default, the PACS Administrator > PACS Data Entry Administrator user right is assigned to your ID.

  Note:  The options to add Land Miscellaneous Codes and add Improvements can be enabled/disabled through the System Configuration options Disable Addition of Land Miscellaneous Codes and Disable Addition of New Improvements. Set these options to False to enable these options for data entry users with the appropriate user rights (Tools > System Configuration > PACS Data Entry Options).

Procedure

1. Choose Tools > PACS Data Entry Template Maintenance.

   

   Note The left/right arrows in the PACS Data Entry Templates toolstrip select the next or previous Template, depending on which arrow is clicked.

2. In the PACS Data Entry Template Maintenance window, click Add to create a new dialog box template.
3. In the PACS Data Entry Template Details Dialog box, your user name displays in the User field. To make this template your user ID’s default template when performing data entry in PACS, choose Default. You can have one default or no default template.
4. To allow all users with the Mass Maintenance > Mass Maintenance PACS Data Entryuser right to access this template, choose Global.
5. Enter a Name for the template. Then enter a Description for the template. These fields are required.

   

6. Choose the Default Group Code and Default Event Type that are recorded on property records when this template is used. None is the default option.
7. To allow the user to create new Improvements on property during data entry using this template, choose Allow for New Improvement Creation.

   Note When using the template to create a new Improvement in PACS, the required fields are automatically displayed in the Data Entry dialog box. These required fields do not need to be included when setting up the template in PACS.ADMIN.

8. To display the Attributes grid associated with any Improvement Detail worked during data entry, choose Display Improvement Features Grid.
9. To access Residential property codes when performing data entry using this template, choose Residential. For commercial codes, choose Commercial. (Some code files can be flagged as Residential or Commercial through Code File Maintenance.)
10. To add a field to the template, click Add in the Field Information grid. Then do the following:
    1. For each line in the Field Information grid, choose a record type from the Type drop-down list. The selection in this field determines which options are available in the row’s remaining menu lists.
    2. Choose the Field from the drop-down list.
    3. To prevent the user from editing the selected type field on existing records (as opposed to entering new property/account records), deselect the Existing option.
    4. To prevent the user from modifying the selected type field on new records (as opposed to editing property/account records already in the database), deselect the New option. New can only be selected if the Allow for New Improvement Creation option is selected.
    5. To set a default value for the selected type field when entering new records, choose the desired option from the Default Value drop-down list.

       Note Some fields, such as those used for setting up valuation schedules (i.e., Unit Price), may not be available/editable. Some fields are dependent fields whose availability depends on the presence of a primary field (i.e., Township Code must be selected prior to Range Code or Township Section).

       

11. Continue adding fields to your template as required. To delete a field, highlight or select the field in the grid and click Remove .
12. Click Apply to save your template and continue working. Click OK to save your template and close the PACS Data Entry Template Details Dialog box.
13. In the PACS Data Entry Template Maintenance window, click Set Global Default to make the selected template the default dialog template for all PACS Data Entry users who do not already have their own default template set.

Note:  The fields available for data entry in the PACS Data Entry dialog are determined by the template built Tools. For more information, see Managing Data Entry Templates.

Prerequisites

• PACS Data Entry templates have been created in (Tools > PACS Data Entry Template Maintenance).
• To perform this procedure, the Mass Maintenance > Mass Maintenance PACS Data Entryuser right is assigned to your ID.
• To add Land Miscellaneous Codes to a record from PACS Data Entry, the Disable Addition of Land Miscellaneous Codes option is set to False (Tools > System Configuration > PACS Data Entry Options).
• To add Improvements to a record from PACS Data Entry, the Disable Addition of New Improvements option is set to False. (Tools > System Configuration > PACS Data Entry Options).

  Note:   The abilities to create or edit Improvements, add Group Codes, view sketches, delete Land Segments, etc., all require the same user rights that would be required outside PACS Data Entry.

Procedure

1. In PACS, do one of the following:
   • Choose Activities > Mass Maintenance (Property) > PACS Data Entry.
   • From the Property record view, choose Commands > PACS Data Entry.
2. In the PACS Data Entry dialog box, enter the Property ID. If you entered the dialog through the Property Commands menu, the Property ID field is already loaded with the subject property’s ID.

   Tip

   – Hitting the Tab key or clicking the mouse to move the cursor to the next field after entering the Property ID automatically populates the other property fields in the General section.

   – Navigation hotkeys are available for this dialog. See PACS Data Entry Hotkeys for more information.

3. Choose the Template from the drop-down list. Templates created with your user ID and all Global templates are available for selection.
4. Then choose the Record Type that is the type of record you are modifying or entering data for. The Record Type options available in the drop-down lists depend on the selected template. If the selected template only includes Improvement-related fields, then Improvement will be the only Record Type option.
5. Depending on your chosen Record Type, do one of the following:

   Note:   The options and appearance of the PACS Data Entry dialog box vary according to the selected Record Type.

   

   • If you selected Property Record Type, use the following options as needed:
     • Create New Event
     • Add New Group Code
   • If you selected Improvement Record Type, use the following options as needed:

     

     • If the selected template allows, you can add Improvements, Improvement Details, and Improvement Detail Attributes to the property by clicking Add in the Improvement Information grid toolstrips.
     • Adjustments
   • If you selected Land Detail Record Type, use the following options as needed:

     

     • Land Miscellaneous Codes
     • Land Adjustments
6. Enter the appropriate values directly in the grid for each field.
7. Click Recalculate as needed. To view recalculation errors, click Errors. The Errors options are enabled when errors exist.
8. When you have finished, click Save. If the data saves successfully, the cursor resets in the Property ID field so that the next property ID can be entered.
9. When you have finished with PACS Data Entry, click Close to exit the dialog.

Purpose

If needed, use these hotkeys to navigate the PACS Data Entry dialog box. 

Quick Entry Keyboard Keys for Navigation

Overall Control Keys:

(CTRL + 1) or (CTRL + P) = Focus to the Property ID field

(CTRL + 2) or (CTRL + T) = Focus to the Template field

(CTRL + 3) or (CTRL + R) = Focus to the Record Type field

(CTRL + D) = Focus to the Event Description field

(CTRL + E) = Selects/deselects the Create new Event checkbox

(CTRL + G) = Selects/deselects the Add New Group Code check box

(CTRL + Shift + G) = Focus to the first record of the next grid

(F4) = Opens and closes drop-down lists in the grid. With the drop-down open, use the up and down arrows to select the next option in the opened drop-won list.

(ALT + F) = Reset data in the PACS Data Entry dialog box, undoing all unsaved changes

(ALT + R) = Recalculate

(ALT + E) = Errors

(ALT + Q) = Cancel, or close the PACS Data Entry dialog box

(CTRL + S) = Apply or Save

Use the (ALT + P) keys to go back to the top after saving

(Enter) = OK, saving changes and closing the dialog

Grid Control Keys:

Note:  The focus must be in the grid for the following options to work:

(CTRL + N) = Make new Improvement or Land record

(CTRL + F) = Move to the next Improvement or Land record

(CTRL + B) = Move to the previous Improvement or Land record

(CTRL + Delete) = Deletes current Improvement or Land record

Improvement Grid

Note:   The focus must be in the grid for the following options to work:

(CTRL + J) = Clicks the Adjustment button, opening the dialog

(CTRL + K) = Clicks the Sketch button, opening Sketch

(CTRL + O) = Clicks Other Adjustments button, opening the dialog

Land Details Grid

Note:  The focus must be in the grid for the following options to work:

(ALT + M) = Clicks Land Miscellaneous Codes button, opening the dialog

(CTRL + L) = Clicks Land Adjustments button, opening the dialog