1.Setting Up Property Group Codes #

Purpose

Use this procedure to set up property group codes which you can use to identify the status of a property group, such as whether a field review is needed or when a group of property IDs have been granted a historical exemption.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Codefile Maintenance > General > Property Group Codes

Procedure

  1. Choose Tools > Code File Maintenance > General > Property Group Codes.
  2. In the Property Group Codes dialog box, click Add Add and enter the ID for the code. Then enter a description.

    Property Group Codes, Add Code, Admin, 9032x

  3. In the Details section, complete the following fields as required:
    • Notify Role

      Specifies for what role the warning needs to be displayed: Treasurer, Assessor, Both, or None.

    • Notify when present

      Indicates whether a notify when present attribute should be attached to the property group code.

    • Sys Flag

      When the Sys Flag is set as True, this indicates that the code is delivered with PACS and can be changed only by True Automation.

    • Notify Comment

      Enter the comment that displays when a property record with this group code is opened and the Notify when present attribute is selected.

    • Inactive

      When selected, the code file is inactive and does not display as an available option when selecting group codes.

      Note  A code file must be active in order to choose it when putting a property in supplement.

  4. Click Save.

2.Maintaining Property Group Codes #

Purpose

Use property group codes to identify properties and to query properties. In addition, some PACS functions can be run by code.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Codefile Maintenance > General > Property Group Codes
  • Property group codes have been set up in Code File Maintenance. To set up the property group codes, choose Tools > Code File Maintenance, then expand the General category and double-click Property Group Codes.

Procedure

  1. Open the property record for which you wish to identify property codes.
  2. Open the Property Codes panel, and complete the following grids as required:
    • General – Use this grid to enter details about characteristics such as topography and utilities.
    • Property Group Code – Use this grid to enter property group codes. Click Add and use the code chooser as follows:
      • Click once on the code(s) you want to add and then click the right-facing single arrow to move the code from the left column to the right. (The right-facing double arrow moves all codes to the right column. The left-facing arrow buttons work the same way.)
      • After you have all the codes you want in the right column, you can save that list of codes by entering a list name in the List drop-down field and clicking the blue Save button (see screenshot below).

        Property Group Codes, Maintaining Codes, code chooser, 002

      Note the following:

      • Choosing a different List name in the code chooser causes the codes saved in that list to display in the right-hand column. If you choose a different list and click OK without the List selection appends items option selected, then those codes are displayed in the Property Group Codes grid, and any existing codes not on that list are removed.
      • If an existing List name is displayed, and you add or remove codes and then click Save, the system will ask if you wish to overwrite the existing list of codes with the codes currently selected. If you do not wish to overwrite the existing list, enter a new list name and click Save.
      • Individual code names do not display in the List drop-down field.

        Note   Group codes that expire in the current year do not copy up to the new year layer. For example, if a property is assigned a property group code that expires November 20, 2011, the code is removed from the property in the 2012 layer.

  3. In the Other section, complete the following fields as required:
    • Primary Use

      The primary use of the property or properties.

      This field links your local primary use code to a DOR use codes based on mapping set up in Tools > Code File Maintenance > Property > Primary Use Code. The mapping is then used for generating data for DOR reports.

    • Secondary Use

      Either a classification of the property in addition to Primary Use, or the functionality of an improvement.

      In an improvement, this code defaults from the Secondary Use Code on the Property Codes panel in the property. To override the default code, select the check box to the right of the field and select another option from the drop-down list.

    • Sub Market
    • Visibility Access

      The description of visibility.

  4. In the Special Assessment section, complete the following fields as required:
    • Assessment Use

      Specifies the Clean Water Assessment Fee.

    • # of Multi-family Units
    • Benefit Acres
    • Impervious Surface
  5. Complete the User Values grid. You can complete the Value field by double-clicking.
  6. Click Save.

3.Maintaining Property Group Code Expiration Dates #

Purpose

Use this procedure to review or change property group codes and their expiration dates.

Prerequisite

  • In order to perform this procedure, the following user right is required:
    • Codefile Maintenance > General > Property Group Codes

Procedure

  1. Choose Activities > Property Group Code Expiration Listing.
  2. In the Property Group Code Expiration Listing dialog box, select on of the following search options:
    • Expiration Date
    • Property Year

    Property Group Codes, Maintaining, Expiration Listing, 9032x

  3. If you chose Expiration Date, enter the dates between which the property group codes expired in the Data Range Start and End fields. Otherwise, select the property year.
  4. Click the Group Codes ellipsis to open the code chooser and select the property group codes to search for.
  5. Click Search.
  6. Review the group codes displayed in the grid and choose from the following options as needed:
    • Double-click on a row in the grid to open the property record.
    • To modify the expiration date for property group code, select the code in the grid, right-click, and choose Change Expiration Date. Then select the new expiration date from the Change Expiration Date field drop-down list, and click OK.

      Tip  To select multiple codes that are not adjacent to each other in the list, press CTRL and click the row for each agreement.

    • To change the property group code associated with the property, select the code in the grid, right-click, and choose Change Group Code. Then select the new expiration date from the Set Group Code field drop-down list in the Change Group Code dialog box and click OK.
    • To remove a group code from a property, select the code, right-click, and choose Remove Group Code.
  7. Click OK.

4.Generating the Property Group Code Report #

Purpose

Use this procedure to review information about group codes.

Procedure

  1. Choose Reports > Property Group Code.
  2. In the Report Settings section of Property Group Code Report Dialog box, make the following selections as required:

    Property Group Code Report Dialog

    • Year

      Use the drop-down list to select the year.

    • Property Group Code

      Use the Property Group Code field drop-down list to select the required codes.

    • Print with Property ID Bar Codes
    • Include Deleted Properties
  3. In the Output Settings section, do the following:
    • In the Format drop-down list, select the report output format.
    • In the Filename field, enter the report file name.
    • In the Description field, enter a report description.
  4. Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.
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