FL Image and Document Management

Use these procedures to set up the following codes used for attaching or scanning documents:

• Image Type – The type of document or image, such as a letter or a picture of the property.
• Record Type – Further classifies the Image Type, such as Exemption for an Image Type of Letter.
• Sub Type – Further classifies the Record Type, such as Homestead for a Record Type of Exemption.

Purpose

Use this procedure to specify a type of image, such as a letter or a picture of a property.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Code Maintenance > Imaging > Image Type Codes

Procedure

1. Browse to the PACS Application button, choose Tools > Document Imaging Maintenance > Image Types.
2. In the Image Types dialog box, click Add.
3. In the next Image Type dialog box, complete the following fields as required:
   • Type – Code that describes image
   • Description – open text
   • Picture Type – BMP, GIF, JPG, PDF, TIF, TIFF

     Tip:   We recommend using TIFF Picture Type Image Types when attempting to scan multiple pages into a single file. When viewing images, only the TIFF format supports multiple pages, so the multiple page navigation options are enabled only for TIFF images that have more than one page.

4. If required, to restrict the display of this image type, select one or both of the user right check boxes:

   

5. If required, to restrict of the image type to one or more roles, specify one or more roles in the Associated Roles section.
6. Click OK.

Purpose

Use this procedure to specify a Record Type, which further classifies an Image Type.

For example, you could set up a Record Type of Exemption for an Image Type of Letter.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Code Maintenance > Imaging > Record Type Codes

Procedure

1. Browse the PACS Application button, choose Tools > Document Imaging Maintenance > Record Types.
2. In the Record Type dialog box, click Add.
3. Complete the following fields:
   • Image Type – choose image type
   • Record Type – open field to describe the record
   • Description – open text to desribe the record type in detail
4. Click OK.

Purpose

Use this procedure to set up a Sub Type, which further classifies a Record Type. For example, you could set up a Sub Type of Homestead for a Record Type of Exemption. Or you could set up sub types of front, back, right, and so on that could be associated with building photos.

You can use this Sub Type tool to set expiration details for an Image Type / Record Type / Sub Type combination. For more information, see Expiring Multiple Images or Documents.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Code Maintenance > Imaging > Sub Type Codes

Procedure

1. Browse to PACS Application button, choose Tools > Document Imaging Maintenance > Sub Types.
2. In the Sub Types dialog box, click Add.
3. Complete the following fields as required:
   • Image Type – choose from the drop down box
   • Record Type – choose from the drop down box
   • Sub Type – Code to describe the sub type
   • Description – Open text to describe the sub type in more detail
4. If required, set the check boxes to restrict or enable the display of images:

   

   • Allow these images to be displayed on the Internet
   • Confidential
   • Transfer To Penpad – This is not a valid choice in Florida.
   • Penpad Default – this is not a valid choice in Florida
5. If you selected the Expiration check box, proceed with the Expiring Multiple Images or Documents procedure.
6. In the Associated Roles grid, select which user roles or user role types have access to the image sub type by clicking Add and choosing types from the role type drop-down menus.

   

7. Click OK.

In this Section, user will learn how to 

• Attach Images or Documents to a Master Record
• Attach Images or Documents to a Property Record
• Attach Images or Documents to an Improvement
• Attach Images or Documents to an Owner

Purpose

Use this procedure to attach images or documents to master records such as property records, agent records, records, and so on.

Prerequisites

Depending on the types of master records to which you need to attach images, one or more of the Edit <x> Images user rights (such as Edit Agent Images or Edit Taxpayer Images) must be assigned to your user ID.

Procedure

1. Open the master record to which you need to attach a document or image.
2. Open the Images panel. Then click Add.
3. In the Add New Image dialog box, complete the following fields:

   

   • Image Type
   • Record Type
   • Sub Type
   • Scan Date
   • Image Date
   • Effective Year
4. Either click Scan to scan the image or click Browse to select an existing image.
5. Click OK.

Purpose

Use this procedure to attach images or documents to property records.

Prerequisites

• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.

Procedure

1. Open the property record. Then expand the Images panel and click Add .
2. In the Add New Image dialog box, complete the following options in the Details section:

   

   • Image Type
   • Record Type
   • Sub Type
   • Scan Date
   • Image Date
   • Effective Year
3. Either click Scan to scan the image or click Browse to select an existing image.
4. In the Property Options section, complete the following options as required:

   

   • Property – would attach an image at the property level
   • Improvement – would attach an image at the improvement level
   • Notify Linked Properties When Present – if property is linked, then notification would occur
   • Add Property Group Code
5. Click OK.

Purpose

Use this procedure to attach images or documents to improvement records.

Prerequisites

• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.

Procedure

1. Open the property record. Then expand the Improvements panel and click Add .
2. Set the following in the Details section of the Add New Image Dialog:

   

   • Image Type
   • Record Type
   • Sub Type
   • Scan Date
   • Image Date
   • Effective Year
3. Either click Scan to scan the image or click Browse to select an existing image.
4. In the Property Options section, make the following selections as required:
   • Notify Linked Properties When Present
   • Add Property Group Code
5. Click OK.

Purpose

Use this procedure to attach images or documents to owner records.

Prerequisites

• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.

Procedure

1. Browse to PACS Application Button – choose Activities > Forms Processing > Quick Image Scan Owner.
2. In the Quick Add/Standard Search field of the Quick Image Scan Owner dialog box, enter the owner ID or click Search to use the Account Search Wizard to search for an owner record.
3. Review owner information by clicking Details in the Reference Owner grid as needed.
4. Complete the following options in the Image Details section of the Add New Image Dialog box:

   

   • Image Type
   • Record Type
   • Sub Type
   • Scan Date
   • Image Date
   • Effective Year
5. To add a property group code to the owner image, select Add Account Group Code in the Options section. Then click Add in the Property Group Code grid and select group codes as needed.
6. Complete the Image grid by clicking Scan to begin scanning the documentation, or click Browse to select an image. Repeat as required.

   

7. Click OK.

In this section, user will learn:

• Change Image or Document details
• Remove an Image or Document from record
• Copy Image or Document
• Copying Taxpayer Images or Documents
• Expiring an Image or Document
• Expiring Multiple Images or Documents
• Inactivating an Image or Document on the Current Date
• Linking Images or Documents
• Future Inactivation Date for an Image or Document 

Purpose

Use this procedure to change image details such as the Image Type, Record Type, Sub Type, Image Date, and so on.

Prerequisites

Depending on the types of master records you need to change, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, and so on) must be assigned to your user ID.

Procedure

1. Open a record and expand the Images panel.
2. Select the image for which you need to change details and click Details.
3. In the Image Details dialog box, change data as required and then use the following options as required:
   • To record a reason for the change, enter an explanation in the Change Reason pane.
   • To enter additional information, use the Comment pane.
4. Click OK.

Purpose

Remove an image or document from a property record

Prerequisites

Depending on the types of master records for which you need to remove images, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, and so on) must be assigned to your user ID.

Procedure

1. Open the record from which you need to remove an image and expand the Images panel.
2. Select the image and click Delete.
3. You are prompted to confirm that you want to delete the image. Click Yes.

Purpose

Use this procedure to copy images from or to the property record in which you are working.

Procedure

1. Open a property record and expand the Images panel.

   

2. Select the image. Then click Copy Image.
3. In the Copy Image Wizard dialog box, choose one of the following options:
   • Copy Images to the Current Property
   • Copy Images from the Current Property
4. Click Next.
5. Select the image to be copied. Click Next again.
6. Click Search to select the property involved in the copy. Repeat the search as required. Click Next.
7. Click Finish.

Purpose

Use this procedure to copy images from or to the taxpayer record in which you are working.

Procedure

1. Open a taxpayer record and expand the Images panel.

   

2. Select the image. Then click Copy Image.
3. In the Copy Image Wizard dialog box, choose one of the following options:
   • Copy Images to the Current Taxpayer
   • Copy Images from the Current Taxpayer
4. Click Next.
5. Select the image to be copied. Click Next again.
6. Click Search to select the account involved in the copy. Repeat the search as required. Click Next.
7. Click Finish.

Purpose

Use this procedure to set expiration details for an image or document.

When an image expires, the Expiration Date check box becomes selected and a corresponding date is displayed in the Image Details dialog box (accessed from the Details button on the Image panel of a record).

Prerequisites

Depending on the types of master records for which you need to expire images, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, and so on) must be assigned to your user ID.

Procedure

1. Open a property record and expand the Images panel.
2. Select the image you need to expire and click Details.
3. In the Image Details dialog box, select Expiration Date and the date on which to expire the image or document.

   

4. Click OK.

Purpose

Use this procedure to set expiration details for an Image Type / Record Type / Sub Type combination.

When an image expires, the Expiration Date check box becomes selected and a corresponding date is displayed in the Image Details dialog box (accessed from the Details button on the Image panel of a record).

Prerequisites

• Depending on the types of master records for which you need to expire images, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, Edit Personal Property Images, Edit All Property Images, and so on) must be assigned to your user ID.
• The Sub Type dialog box (Tools > Document Imaging Maintenance > Sub Type) is open in PACS and the fields above the Expiration check box have been completed as required. For more information, see Setting Up a Sub Type Code.

Procedure

1. In the Sub Type dialog box, select the Expiration check box.
2. Complete the Method field with one of the following options:

   

   • US (Until Superseded) – Indicates that the image or document will not expire until there is a replacement with the same Image Type, Record Type, and Sub Type combination. For example, a homestead form with a Sub Type that includes “Until Superseded” would not expire until a replacement homestead form is set up with the same Image Type, Record Type, and Sub Type combination.
   • FE (Fiscal Year End) – Expires the image or document on the last day of the fiscal year. This option is useful for Collections processes that involve fiscal year processing or applications.
3. If you chose FE (Fiscal Year End), proceed to the next step. If you chose US (Until Superseded), complete the following fields:

   

   • Date Option – Select either FE (Fiscal Year End) to set the expiration date on the last day of the fiscal year, which is useful for Collections processes that involve fiscal year processing or applications, or C (Current) to set the expiration date as the current day.
   • No. of Years – Either enter 0 to specify that the image or document is to expire on the last day of the current fiscal year, or enter a value of 1 or more to specify that the image or document is to expire on the last day of a fiscal year in the future. For example, if you enter 3, the image or document will expire 3 fiscal years after the current year.
4. If you chose FE (Fiscal Year End), do the following:

   

   • No. of Years – Either enter 0 to specify that the image or document is to expire on the last day of the current fiscal year, or enter a value of 1 or more to specify that the image or document is to expire on the last day of a fiscal year in the future. For example, if you enter 3, the image or document will expire 3 fiscal years after the current year.
5. Click OK.

Purpose

Use this procedure to quickly inactivate an image on the current date.

On the inactivation date of an image or document, the image or document is no longer displayed from the record.

Prerequisites

Depending on the types of master records for which you need to inactivate images, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, Edit Real Property Images, and so on) must be assigned to your user ID.

Procedure

1. Open a property record and click the Images tab.
2. Select the image you need to inactivate and click Inactivate.

Result

When you next open the record, the inactivated image is no longer displayed.

Purpose

Use this procedure to link the selected image to other property records.

Procedure

1. Open a property record and expand the Images panel.
2. Select the image and click Link.

   

3. In the Image Link to Property dialog box, click Add.
4. Use one of the following options:
   • To search for the property to link the image to, click Add, enter search criteria, and select the property. Repeat as required.
   • To enter the property IDs for the properties to link the images to, click Quick Search.
5. After the record IDs have been specified, click OK.

Purpose

Use this procedure to set a future inactivation date for an image.

On the inactivation date of an image or document, the image or document is no longer displayed from the record.

Prerequisites

Depending on the types of master records for which you need to inactivate images, one or more of the Edit <x> Images user rights (such as Edit Agent Images, Edit Taxpayer Images, Edit Real Property Images, and so on) must be assigned to your user ID.

Procedure

1. Open a record and click the Images panel.
2. Select the image for which you need to set a future inactivation date and click Details.
3. In the Image Details dialog box, select Inactive Image and the future date on which to inactivate the image.

   

4. Click OK.

Result

When you the record is opened on or after the inactivation date , the inactivated image is no longer displayed.

Purpose

Use the procedure to enable a PC to process the scanning of appraisal forms.

Procedure

1. Browse to PACS Application button, choose Tools > Module Administration.
2. In the Module drop-down list of the Module Administration dialog box, select Barcode.

   Note The total number of licenses is provided in the description on the dialog box. (See example below.) If all the licenses have been assigned, you will need to remove a license in order to free a license for the PC to be used.

   

3. Select the following options to add or remove a PC:
   • To assign a barcode license to a PC, click Add , and then enter the name of the machine.
   • To remove a barcode license assignment from a PC, select the PC name and click Delete .
4. Click OK.

Quick Image scan allows user to scan multiple images to properties or scan multiple images to multiple properties or owners.

Purpose

Add multiple scans to property or groups of properties.

Procedure

• Browse to PACS Application button, choose Activities > Forms Processing >Quick Image Scan

• Quick Add/Standard Search – if user knows the prop_id, enter the prop_id and hit enter. User may continue to add prop_id’s until finished. Property list will be held in the Reference Property section. If user does not know the prop_id, click Search to render a standard search dialog
• Reference Property – This section holds the list of the properties added. If user wants image held to a specific improvement for the property listed, highlight the property, click Select Improv, and choose improvement.
• Image Details – Select Image Type, Record Type, Sub Type, Image Date, Effective Year, Scan Date as referenced in Attaching Images to a Master Record.
• Property Options
  • Notify linked properties when present – if property linked to another property, then PACS will notify the user
  • Add Property Group Code – User may add Property Group Code to associated property.
  • Add Filing Status Code – User may choose status code. Status Code are set up in Code Maintenance
• Images – user may scan or add images in this section
  • Scan – this will render scan dialog box
  • Browse – User may browse on their PC or network for an image
  • Preview – User may preview image that was scanned
  • Remove All – Remove all images.
• Click OK to process

Purpose

Add multiple scans to property or groups of owner account

Procedure

• Browse to PACS Application button, choose Activities > Forms Processing >Quick Image Scan Owner

• Quick Add/Standard Search – if user knows the owner_id, enter the prop_id and hit enter. User may continue to add owner_id’s until finished. Owner list will be held in the Reference Property section. If user does not know the owner_id, click Search to render a standard search dialog
• Reference Property – This section holds the list of the owners added.
• Image Details – Select Image Type, Record Type, Sub Type, Image Date, Effective Year, Scan Date as referenced in Attaching Images to a Master Record.
• Options
  • Add Account Group Code – User may Account Group Code to associated property. These are set up in Code Maintenance.
• Images – user may scan or add images in this section
  • Scan – this will render scan dialog box
  • Browse – User may browse on their PC or network for an image
  • Preview – User may preview image that was scanned
  • Remove All – Remove all images.
• Click OK to process

Purpose

Remove multiple images for same dialog box

Procedures

• Open Property
• Click on the Image tab in PACS
• At the bottom of the screen, click ‘Remove Multiple Images’
  • This will open dialog box which lists all current images
  • User has option to select images, and remove them from PACS.