To create a new estate record

The procedure to create a new estate record is as follows:

1. Using the Advanced search spy-glass (), select Estate as the Search for and Search by category, and enter the new Estate description as the search criteria 1.
2. With the Results tab in current focus, for a completely new estate record the search results will return 'No records to display'.
3. Click on New Estate. The Estate Details window is displayed and all fields are activated ready for data entry.
4. Enter a Description for the new estate record into the field provided 2.
5. Enter a Functional unit name into the dynamic search field provided 3. All possible matches are returned in the Functional Unit Search Results summary table.
6. Double-click on the row matching the functional unit to be linked to the estate record. The selected Functional unit entry and its associated Company are displayed in the corresponding fields.
7. Using the Type drop-down field, select the categorisation of residential or communal area relevant to the new estate record e.g. Block, Street, Allotment, Garage, Green Space, etc. 4.
8. Using the Responsible officer drop-down field, select the desired user account to be ascribed responsibility for the estate 5.
9. Choose an Effective from date for this estate record i.e. the date on which it came into effect 6.
10. Choose an Effective to date if the estate record is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the record will never expire.
11. Click on Save.

Note

1 Additional search criteria may need to be employed (e.g. reference, estate type, functional unit, company) in order to ensure that a new estate record can be created without fear of duplication.

2 System validation rules ensure that the description entered for each new estate record is unique for the effective period.

3 The field will operate as a dynamic search function and match against any element of the functional unit name based on the successive characters entered.

4 These custom values can be populated by the end user via the general lookup parameter entitled Estate Type.

5 Only those users accounts already assigned responsibility for the functional unit will be available for selection.

6 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

Estate management record maintenance overview

To add a contact to an estate record

To consolidate linked estate records

To add a functional unit to a user account

Using the search facility