FL Mass Maintenance

Purpose

Use this procedure to create a batch or change the details of a batch.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Daily Batch > Daily Batch Assign
  • Daily Batch > Daily Batch Delete
  • Daily Batch > Daily Batch Admin

Procedure

1. In PACS, choose Activities > Mass Maintenance (Property) > Daily Batch.
2. To add a new batch, complete the following steps:
   • Click Add to add new batch.
   • To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.
   • In the Daily Batch Details dialog box, complete the Description and Comment fields, and select the Assign check box if required.
   • Click Ok

1. To edit the details of an existing batch, complete the following steps:
   • Highlight the batch and click Details.
   • Edit the Description and Comment fields, and select the Assign to this batch now check box if required.

     Note A user will only be able to do mass updates if a daily batch has first been assigned to that user.

   • Click OK.

1. To delete a batch, highlight the batch and click Delete .

   Note A batch cannot be removed if any kind of mass maintenance has been done in that batch.

Purpose

Use this procedure to update multiple properties at the same time.

Prerequisites

• Your daily batch (Activities > Mass Maintenance (Property) > Daily Batch) is assigned.
• Either Mass Maintenance Administrator or Mass Maintenance Mass Update is assigned to your user ID. If you need to undo a mass update, the Mass Maintenance Undo user right is assigned to your ID.

Procedure

• In PACS Appraisal, choose Activities > Mass Maintenance (Property)> Mass Maintenance >Mass Update.
  • The Mass Update Maintenance dialog box is displayed.
• Click Add.
  • The Mass Update Details dialog box is displayed.
• In the Year drop-down list, specify the year for the update.
• Select a batch and in the Description field, enter a description of the mass update. complete the following options as required:
• Complete one of the following options:
  • If you selected Standard, in each field, click […] and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when retrieving properties.

    

  • If you selected Property ID's:
    • In the Property ID(s) section, enter property IDs separated by a carriage return.
  • If you selected SQL Query:
    • In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
• In the bottom section, enter the values to be applied in the mass update process:

• Table – The table containing the fields to be updated.
• Field – The field to be updated.
• Item – For improvements, in this field you can enter either the improvement number or * for all improvements.
• For improvement details, in this field you can enter either the improvement number plus an alpha character for each improvement detail, or the improvement number plus * for all improvement details.
• Old Value – A value or code to be matched on for the action specified. The update will be carried out only if the old value equals the current information in the field or item.
• New Value – A new value or code to be added to the property for an insert or modify action. The value entered here will replace the old value.
• Adj – The type of adjustment. Options include P for a percentage or A for an amount.
• Action – Select one of the following options:
• Insert to create a code or value.
• Delete to remove the specified code or value from the property if it exists.
• Modify to replace the code or value indicated in the Old Value column with the code specified in the New Value column.
• When you need to enter an action to mass update comments, you can select one of the following options:
  • A – Appends the comment to the end of the comment field.
  • D – Deletes the comment.
  • I – Inserts the comment at the start of the comment field.
  • R – Replaces the entire comment with the new comment.
• Criteria – Applies the update only if additional criteria for another field specified here is met.
• By selecting this option, in the Choose Criteria dialog box, you must select the table, the name of the other field, the operation (such as greater than or less than), and the value for the other field.

• Click Count to review the number of property records to be updated.

  Note   Ensure that the count is within a reasonable estimate. The count is not referring to properties but rather to the number of items to be updated. If a property has multiple improvements and you are updating all improvements, the count includes each individual improvement.

• Click Update.

Next Steps

If required, you can undo a mass update by clicking Undo in the Mass Update Maintenance dialog box. For example:

Purpose

Mass Update can be accessed in the Property Search of PACS

Procedure

• In search panel, select Property
• Complete search criteria. Example: Search for File As Name = Smith
• Property Search Results are rendered
• Right click in the Property Search Results and a menu is rendered

• Select Mass Maintenance
• Select Mass Update
• Follow instructions in Creating Daily Batch and Mass Updates to proceed with process.

Purpose

Use this procedure to update the values within fields for multiple property records, one after another.

To enter data quickly, you can assign repetitive data entry tasks to function keys, and/or you can use the TAB key rather than your mouse.

Not all data in the system can be updated with this activity; a select group of fields is available to be updated from the following tables:

• Building Permits
• Improvements
• Improvement Detail
• Land
• Property

When you select the table, the fields that you can choose to update are displayed in the Field column:

Caution There is not a way to automatically undo a quick entry update, other than by doing another quick entry update to change the data.

Prerequisites

• The Mass Maintenance Quick Entry user right is assigned to your user ID.
• Your daily batch is assigned.

Procedure

• In PACS Appraisal, choose Activities > Mass Maintenance > Quick Entry.
  • The Mass Maintenance Quick Entry dialog box is displayed.
• In the Year drop-down list, specify the year for the update.
• Enter the property ID and press TAB to display the property information.

  Note You can use the < and > buttons either to retrieve the previous geo ID or to advance to the next geo ID.

• To enter values for a row, complete the following options:

• Table – The table containing the fields to be updated.
• Field – The field to be updated.
• Item – For improvements, in this field you can enter either the improvement number or * for all improvements.
• For improvement details, in this field you can enter either the improvement number plus an alpha character for each improvement detail, or the improvement number plus * for all improvement details.
• Old Value – A value or code to be matched on for the action specified. The update will be carried out only if the old value equals the current information in the field or item.
• New Value – A new value or code to be added to the property for an insert or modify action. The value entered here will replace the old value.
• Adj – The type of adjustment. Options include P for a percentage or A for an amount.
• Action – Select one of the following options:
• Insert to create a code or value.
• Delete to remove the specified code or value from the property if it exists.
• Modify to replace the code or value indicated in the Old Value column with the code specified in the New Value column.
• When you need to enter an action to mass update comments, you can select one of the following options:
  • A – Appends the comment to the end of the comment field.
  • D – Deletes the comment.
  • I – Inserts the comment at the start of the comment field.
  • R – Replaces the entire comment with the new comment.
• Criteria – Applies the update only if additional criteria for another field specified here is met.
  • By selecting this option, in the Choose Criteria dialog box, you must select the table, the name of the other field, the operation (such as greater than or less than), and the value for the other field.

• To create another row, either tab to the Criteria cell or click the Criteria cell.
• To save your entries in a row for future use and assign the row to a hot key, do the following:
  • Select the row you would like to retrieve in the future and click Add Row.
    • The Row Name dialog box is displayed.
  • Enter a description of the row and click OK.
    • The row name is displayed in the drop-down list in the bottom of dialog box. For example:

• Click Assign Key.
  • The Quick Entry Assign Key dialog box is displayed.
• Do the following:
  • (i) On your keyboard, press the function key to which you want to assign the row.
  • (ii) Verify that the function key you chose is displayed at the end of the Function Key Selected row. For example:

• (iii) Enter a button label and click OK.
• The button label is displayed below the hot key code. For example:

• To retrieve a row of entries previously saved and assigned to a hot key, select the hot key.
• Click Update to apply the new values to properties.
• Repeat the steps above as required to change data for additional property records.

Purpose

User can run reports to review activities done while in the batch.

Procedure

• User will browse to PACS Application button > Activities > Mass Maintenance (Property) > End of Day Reports
• Select Batch – user will select batch desired
• Recalculate Properties – check box will activate recalculation process
• Print Appraisal Cards – checkbox will produce appraisal cards in selected batch
• Print Batch Report – checkbox will produce a report to show properties in Batch
• Click Process