TX Property Search

This document will provide the user with a complete explanation of all the capabilities to search for properties in the PACS property search screen. The property search screen is the most frequently used search screen in PACS, which allows users to find the properties they need to review and/or update.  The property search screen can be accessed by various methods:

• The house icon.  Clicking the house icon will launch the property search screen.

• CTRL+ALT+P.  Using the keyboard, a user can press this key combination to quickly launch the property search screen.
• File > Open > Property.   Navigating from the top menu options, a user can launch the property search screen.

All three methods will open the property search screen shown below.

The Primary Property Search screen allows a user to search for properties in a multitude of ways.  The Primary search screen contains the fields used most often by PACS users.

1. Property ID:  This is a numeric number assigned by the PACS system when a new property is created.
   • Clicking the arrow will activate a drop down menu listing the last 10 prop_ids searched in this field. This list is not kept in any order.
2. Type:  Allows the user to search for a specific property type from the following options:
   • A (Auto)
   • MH (Mobile Home)
   • MN (Mineral)
   • P (Personal)
   • R (Real)
   • SIT (Special Inventory Personal)
3. Year:  Allows the user to return a specific year or all years of a property or properties
4. Geo:  Allows the user to enter the geo_id for a property.
   1. The checkbox allows the following to happen:
      • If the checkbox is checked then the geo_Id must match the data entered
      • If the checkbox is unchecked then the geo_id must start with the data entered.
   2. Ref 1 – Typically Ref 1 and Ref 2 hold the previous property id from the previous software that was converted when the user moved to PACS.
   3. Ref 2 – see above.
   4. File as: allows the user to enter as much of the owner name as they desire to search.
      • The checkbox allows the following to happen:
        • If the checkbox is checked then the file as must start with the data entered.
          • Example: Smith would return properties where the owner name started with Smith
        • If the checkbox is unchecked, then properties will be returned that contain the data entered
          • Example: Smith would return properties where the file as contained the characters such as  wordsmith,  smithart,  black smith,  Catherine Smith.

8. Taxpayer ID: allows the user to enter the owner_id for a taxpayer. This is a numeric number that is used to store the owner data.
9. First Name:  PACS does not support the First Name search.  This would only be available if the client has entered the data on each taxpayer record.  Normally this does not work in PACS. Need to use File As.
10. Last Name:  PACS does not support the Last Name search. This would only be available if the client has entered the data on each taxpayer record.  Normally this does not work in PACS. Need to use File As
11. XRef:  Allows the client to search for the previous computer systems’ owner number.  If the client’s previous software has an owner number concept and the field was alpha-numeric then the data would have been converted to this field.
12. DBA:  Allows the user to search for the Doing Business As name of the property.
    • Begins with: will return the properties that begin with the data entered.
    • Contains all words: will return the properties where the DBA contains all the words entered.
    • Contains any word: will return any property that has a Doing Business As with the word that was entered
    • Contains Exact Phrase: will return any property that has a Doing Business as with the phrase that was entered.
    • Equals – the DBA field must equal the data entered.
13. Search Option:
    • Include Deleted and Reference Properties – if the checkbox is checked then Deleted and Reference Properties will be included in the data returned.

Max Rows to Return:   PACS will return all the properties that meet the search criteria until it reached the max number of rows.

The Secondary Search Screen provides the user additional fields to search to find properties.

1. Situs
   • Search Only Primary Situs Records check box
     • This allows the user to limit the situs address to search to only the situs addresses that have marked as the primary situs address. The primary situs address is the situs address that will be printed on the appraisal card and on any property appraisal roll.  It is considered the main address for the property.
   • Number:  The property’s situs address Number
   • Prefix:  The street names’ prefix (e.g. E or East, W or West, etc.)
   • Street:  The property’s street name
     • Street checkbox:
       • Checked, the street name must start with the data entered.  Example:  ‘Oak’ would return Oak Tree, Oak bend, Oak Leaf, etc.
       • Unchecked, the street name must contain the data entered. Example: ‘Tree’ would return Oak Tree, Plum Tree, Silktree, etc.
   • Suffix:  The street names’ suffix (e.g. RD or Road, LN or Lane, etc.)
   • Unit:  The unit number for the situs address
   • City:  The city the situs address is located in
   • State:  The state the situs address is located in
   • Zip:  The zip code for the situs address

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Note:  The situs address in PACS is 911 compliant and follows 911 rules & standards.  This is why each situs address field is separated.

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2. Abstract/Subdivision
   • Search Code Radio Button: Provides the user the ability to search by the Abstract/Subdivision code.  The drop down arrow will return the available Abstract/Subdivision Codes that can be used to search for properties.
     • These codes are created and stored under Tools > Code File Maintenance > General > Abstract/Subdivision codes.

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       Tip   Type the first characters of a known abstract/subdivision code, and the selection will jump to the code that starts with those characters.

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   • Search Desc Radio Button:  Provides the user the ability to search by the Abstract/Subdivision’s Name.  The drop down arrow will return the available Abstract/Subdivision Names that can be used to search for Properties.

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       Tip   Type the first characters of a known abstract/subdivision name , and the selection will jump to the name that starts with those characters.

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2. • Block:  The block number  or data that is stored in the block field
   • Tract:  The tract number or data that is stored in the Tract/Lot field
3. Other
   • Entity: Allows the user to search for properties that are in an entity or entities.
     • Click the button and the following is displayed:
     • 
       

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       Tip  Move the desired entity(s) to the right using the single > or move all entities to the right using the double >>.  Click OK when complete.

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   • Improvement Type:  Allows user the ability to search for improvement types
     • Just type the text to search for the improvement type
   • State Code:  Click the drop down arrow and the CADS’ state codes will appear.
     • Type the first characters to find the desired state code
   • Neighborhood:
     • Search Code Radio Button and click drop down arrow.
       • Type the first character(s) of the neighborhood code
     • Search Desc Radio Button and click drop down arrow.
       • Type the first character(s) of the neighborhood description
   • Property Group Code:
     • Search Code Radio Button and click drop down arrow.
       • Type the first character(s) of the property group code
     • Search Desc Radio Button and click the drop down arrow.
       • Type the first character(s) of the property group code
   • Exemptions:
     • Allows the user to search for properties based on the Exemptions
     • Click the button and the following is displayed:
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       Tip  Move the desired exemption(s) to the right using the single > or move all exemptions to the right using the double >>.  Click OK when complete.

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   • Property Use:
     • Allows the user to search for properties based on the Property Use.
     • Click the button and the following is displayed:
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       Tip  Move the desired property use code(s) to the right using the single > or move all property use codes to the right using the double >>.  Click OK when complete.

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   • Sub Market:
     • Allows the user to search for properties based on the Sub Market.
     • Click the button and the following is displayed:
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       Tip  Move the desired sub market code(s) to the right using the single > or move all sub market codes to the right using the double >>.  Click OK when complete.

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   • Zoning:
     • Allows the user to search for properties based on the zoning.
     • This is a text field.
   • Value Status:
     • Allows the user to search for properties based on the value status.
     • Click the drop down arrow and select the appropriate value status.

The Other Property Search Screen provides the user other fields to search for properties.

1. Other
   • Mineral Lease ID:  Allows the user to enter the Lease ID of a well to find the associated Mineral properties.
   • Mobile Home Serial #:  Allows the user to enter the Serial Number of a Mobile home to search for properties.
     • The serial # will have to match the data entered for the property to be returned.
   • Mobile Home Title #:  Allows the user to enter the Title Number of a Mobile Home to search for properties.
     • The title # must match the data entered for the property to be returned.
   • Mobile Home HUD #:  Allows the user to enter the HUD Number of a Mobile Home to search for properties.
     • The HUD # must match the data entered for the property to be returned.
   • SIC Code:  Allows the user to enter the SIC Code to search for properties.
     • The SIC code will have to match the data entered for the properties to be returned.
   • Map ID:  Allows the user to enter the Map ID to search for properties.
     • The Map ID will have to match the data entered for the properties to be returned.
   • Building Permit #:  Allows the user to enter the Building Permit number to search for Properties.
     • The Building Permit number will have to match the data entered for the properties to be returned.
   • Mass Created from Prop ID:  Allows the user to enter a Prop ID to return any properties that were created through the Mass Create property processes.  The entered Prop ID would be the ‘Parent’ property to search, returning a list of properties from which they were created through the mass create process.
   • Deed Volume:  Allows the user to return properties that have an ownership transfer record with the requested Deed Volume.
   • Deed Page:  Allows the user to return properties that have an ownership transfer record with the requested Deed Page.
     • The deed Page will have to match the data entered for the properties to be returned.
   • Deed Number:  Allows the user to return properties that have an ownership transfer record with the requested Deed Number.
   • Mapsco:  Allows the user to return properties that have Mapsco data that matches the data entered.

2. Previous Taxpayer
   • Allows the user to find properties that were once owned by the specified owner but are now in some other ownership.
   • Check the Previous Taxpayer checkbox
   • File as checkbox
     • If checked, this returns previous taxpayers’ names that begin with the data entered.
     • If not checked, this returns previous taxpayers’ names that contain the data entered.
   • Taxpayer ID:  Allows the user to enter a previous Taxpayer ID (owner_id) and will return any properties the previous taxpayer ever owned.
   • First Name:  Allows the user to enter a previous taxpayers First Name, and return any properties previously owned with that First Name.
   • Last Name:  Allows the user to enter a previous taxpayers Last Name, and return any properties previously owned with that Last Name.

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     Note:  Searching by previous First Name or Last Name, is typically used in conjunction with other selection criteria.  First Name or Last Name are manually entered fields within PACS, and this search function does not query the ‘File As‘ field.

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• • XRef:  If the client’s previous software had a Taxpayer ID (owner_id), then this allows the user to search for the previous Taxpayer ID utilized by the previous software system.

3. UDI Search Options
   • Allows the user to search for Undivided Interest properties.
   • Check the checkbox to activate this section
   • Search for UDI Parent Properties:  Allows user to find all UDI Parent Properties
   • Search for UDI Child Properties:  Allows the user to find all UDI Child Properties
   • Search for Suspended UDI Child Properties:  Allows the user to find all Suspended UDI Child Properties.

The primary function of the property list screen is to simply display the properties found from a property search, but it also provides users the ability to customize their property list display and perform a multitude of functions.  Such as:

• Refine or perform a new search
• View the details of a property
• Create Split History for a property
• View properties in the integrated GIS module
• Print Appraisal Cards and Letters
• Copy results to a users clipboard or to an Excel file

In the following sections, we will explore the full customization options and functions a PACS user can perform from the property list screen.

Following a property search, the user is typically presented with the property list screen.  However, if the search results exceed the Max Rows To Return, the user will be alerted with a popup message:

 

  Click OK to proceed

Property List

The number of ‘matches‘ represents the number of results returned per the property search criteria, and can be found in the top border area labeled as ‘Property List – # matches‘

The property list title bar displays the various data fields that are being returned.

• Example: Year, ID (Prop ID), Geo_ID, D (Deleted), Type (Property Type), etc.

To view a property record from the Property List screen, a user can

1. Double-click on the desired record OR
2. Right-click the desired record and select Details… from the menu options.

Selecting Multiple Properties

A user can select one or multiple properties from the property list at any given time.  To accomplish this, the user will need to utilize standard keyboard & Mouse principles:

1. CTRL Key
   • To select various properties on the property list, select the first property with a left-click of your mouse.  The record will become ‘highlighted‘ in blue, indicating it has been successfully selected.  Next, navigate your cursor to the next desired property and hold down the CTRL Key followed by a left-click of your mouse.  As before, the record will become ‘highlighted‘ in blue, indicating you now have two records successfully selected.  Continue this process until all desired properties have been selected.  To deselect a record, navigate your cursor to the ‘highlighted‘ property, hold down the CTRL Key followed by a left-click of your mouse.  The record is no longer ‘highlighted’, indicating it is has been removed from the record selection group.
2. SHIFT Key
   • Users can also select a group of consecutive properties by utilizing the SHIFT Key.  First, select your beginning property with a left-click or your mouse, ‘highlighting‘ the record in blue as previously explained.   Next, navigate to the last desired property and hold down the SHIFT key followed by a left-click of your mouse.  This results in all properties between the beginning and last selected property being ‘highlighted‘ in blue, indicating your consecutive group selection was successful.

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Tip  You can use the CTRL & SHIFT Keys in conjunction with each other to produce a diverse group selection.

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The property list title bar can be configured by each user.  To configure the Title Bar, hover the mouse over the title bar until it changes color and right-click the mouse.  PACS will provide you with the option to Delete the Column or Customize the Columns.

• Select Delete Column and PACS will remove the column you have selected.
• Select Customize…  and PACS will return the screen below.

• Any columns not currently being displayed will be in the Available Columns section.
• Any column currently being displayed will be in the Current Columns section.

Add or Remove Columns

• If the user wishes to remove a column from being displayed, select the column under Current Columns and click the Remove button.  The selected column will be moved from the Current Columns to the Available Columns section.  Click OK to save your changes.
• If the user wishes to display a column, select the column under Available Columns and click the Add button.  The selected column will be moved to the Current Columns section.  Click OK to save your changes.

Change Column Order

• The user can also change the order in which columns are displayed.   If the user wishes to change the columns display order, the user can select the desired column and then click the Move Up or Move Down button to change its position.  Click OK to save your changes.

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Tip  The user can also change the column display order from the Property List screen by using the ‘drag and drop‘ method.   Select the desired column and ‘drag‘ it by holding the left mouse button, then ‘drop‘ the column into position by releasing mouse button.

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The sort order of the data returned in the Property List can be changed by each user.   If the user wishes to sort the data by a particular column, the user would move the mouse to highlight the column and then click the column.  This will cause a triangle to appear as shown below.

If the triangle is pointed up then the list is sorted in ascending order.  If the triangle is pointed down then the list is sorted in descending order.

Multiple Column Sort

The user has the ability to sort the property list using multiple columns.  To accomplish this, start by left clicking the first column header, and while holding down the shift key, left click the additional column headers.   As you add columns to the multiple sort, number indicators (1, 2, 3, etc.), will appear in the column header based on the click order.

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Tip   Most search result lists in PACS have the ability to be customized and sort orders changed.

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The Property List Menu or ‘right-click menu’, provides the user with additional capabilities as listed below:

1. New Search…
   • This option will discard the current search criteria and return the user to a fresh Property Search screen.
2. Refine Search…
   • This option returns the user to the Property Search screen while retaining the original search criteria.  This allows the user to expand or narrow the scope of their search by adding, removing, or modifying the previous search criteria.
3. Details…
   • This option will open the property view of the selected property or properties.
4. Create Split History…
   • This option allows the user to add a split history record to a property.
     • Enter the Prop ID of the parent account and click Create.
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5. View in GIS…
   • This option allows users to view the selected property or properties in the integrated GIS module.  Note: This option is only available on workstations with an associated GIS Viewer or GIS Analyst license.
6. Print Selected Appraisal Card(s)
   • This option allows the user to print appraisal cards for selected properties.
     • Choose the output options and click Print to proceed:
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7. Print All Appraisal Card(s)
   • This option allows the user to print appraisal cards for all properties returned on the property list.
8. Print Selected Letters…
   • This option allows the user to print a property letter for the selected properties.
     • Choose the appropriate letter and output options, then click OK to continue.  Letters will be printed for each property selected using your PC’s default printer.
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9. Print Selected Labels…
   • This option is currently unavailable.
10. Copy All Rows To
    • This option allows the user to export the data for all property list properties to either the users Clipboard or an Excel file.

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Tip   Due to varying OS and MS Office versions, it’s usually faster to select the Copy All Rows To Clipboard option, and then paste (press CTRL+V) the results into Excel manually.

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11. Copy Selected Rows To
    • This option allows the user to export only the selected property data to either the users Clipboard or an Excel file.