Managing Owners

Civic Platform stores property owner information in the database. A property owner is any person, company, or organization that owns the parcel associated with an application. An application can have multiple property owners associations.

Depending on your privileges, you may be able to create new reference owner, and modify existing owner records in the database. However, you cannot delete owners from the database. Instead, you can disable owner records, which prevents users from associating those owners with new applications, while preserving any existing association with applications.

Topics

Adding a Reference Owner

You can add new owners to your reference database. After you add a reference owner, you can look up the owner when associating owners with a specific application.

To add a reference owner

  1. Navigate to the Owner portlet and use search to locate the owner you want to work with.

  2. Click the link in the Name column for the target owner.

    Civic Platform displays the owner details.

  3. Complete the fields with available data. See Owner List Portlet Fields for field definitions.

  4. Click Submit.

Finding a Reference Owner

To search for a reference owner

  1. Navigate to the Owner portlet and click Search.

  2. Complete the fields with available data. See Owner List Portlet Fields for field definitions.

    Note:

    According to your agency’s settings and the form layout, there may be template fields in addition to the standard fields listed in Owner List Portlet Fields. The additional fields are active attributes defined in the address template in Civic Platform.

  3. Click the link in the Name column for the target owner.

    Civic Platform displays the owner details.

  4. To view a list of applications associated with the owner, click the Record Detail tab.

Associating an Owner to an Application

Each application can have one or more owners associated with it. You can manually add a new owner to an application. You can also select an existing owner from your reference database.

Topics

Adding a New Owner to an Application

Civic Platform does not store new owners that you add to an application in your reference database. To add a new owner to your reference database, see Adding a Reference Owner.

To add an owner to a building application

  1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with. See Using the Search Features for information about searching.

  2. Click the link in the Record ID column for the record you want.

  3. Click the Owners tab.

  4. Click New.

  5. Complete the fields with available data. See Owner List Portlet Fields for field definitions.

  6. Click Submit.

Adding an Owner from a Reference Database

You can add an owner to an application by searching for an existing owner in your reference database.

To add an owner to an application

  1. Navigate to the portlet you are working in, and use search to locate the record you want to work with. See Using the Search Features for information about searching.

  2. Click the link in the Record ID column for the record you want.

  3. Click the Owners tab.

  4. Click Look Up and enter search criteria as appropriate to find the owner you want to add.

  5. Click Submit.

    Civic Platform displays your search results.

  6. Choose one or more owners, then click Select.

    If the selected owner(s) have associated addresses, parcels, structures, or establishments, the associated data may auto-populate to the relevant fields or it may display in a selection form, depending on how your agency configured the process.

    If there are no associated objects, you can add them manually.

  7. If an associated data list displays, select the data you want to add to the application, then click Select.

    The owner and any associated reference data that you selected populate to the application.

  8. Click Submit.

    The owner and any associated reference data that you selected populate to the application.

Viewing Applications Associated with an Owner

After you look up a reference owner, you can view a list of associated applications for the owner.

To view applications associated with a reference owner

  1. Locate and select the owner you want to work with. See Finding a Reference Owner for more information.

  2. Click the Record List tab.

    Civic Platform displays a list of applications associated with the owner.

  3. To view or update application details, click the link to the application that you want to view.

Editing an Owner Associated to a Record

After you add an owner to a record, you can edit the owner details as needed to correct mistakes or complete partial information.

Note:

When you edit owner data on a record, your changes do not replicate to the owner record in your reference database, nor do they replicate to any other records with the same owner. Your changes only affect the current record.

To edit owner data on an application

  1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with. See Using the Search Features for information about searching.

  2. Click the link in the Record ID column for the record you want.

  3. Click the Owners tab.

    Civic Platform displays a list of owners associated with the application.

  4. In the Name column, click the link to the owner that you want to edit.

    Civic Platform displays the details on the tabs.

  5. Modify owner information as needed.

  6. Click Submit to save your changes.

Removing an Owner from an Application

You can remove an owner from an application as needed. Removal of an owner from an application does not delete the owner record from your reference database, nor does it affect other applications associated with the same owner.

To delete a owner from an application

  1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with. See Using the Search Features for information about searching.

  2. Click the link in the Record ID column for the record you want.

  3. Click the Owners tab.

    Civic Platform displays a list of owners associated with the application.

  4. Select each owner you want to delete.

  5. Click Delete.

    If the selected owner has any associated address, parcel, structure, or establishment records you may be prompted to select the data you want to remove.

  6. Select which data you want to remove from the record and then click Select.

    Civic Platform removes the parcel and any associated reference data you selected from the record.

    Civic Platform updates the owner list.

Adding an Owner to a Parcel

You can associate one or more owners with a parcel record. After an owner-parcel association occurs, if you populate or delete the information from one, the associated information populates or is removed from the record automatically or following a prompt. For example, if you delete parcel information from a record, Civic Platform also removes the associated owner information. This is controlled by your agency’s settings, so contact your agency administrator with questions about synchronizing reference data.

To associate an owner to a parcel

  1. Navigate to the Parcel portlet and use Search to locate and select the parcel you want to work with.

  2. Click the link in the Parcel # column for the target parcel.

    Civic Platform displays the parcel details.

  3. In the parcel detail form portlet, click the Owner tab.

    Civic Platform displays a list of owners associated with the parcel.



  4. Click New.

  5. Enter an owner manually or locate an owner from the reference database:

    • To enter an owner manually, complete the Owner fields with available data, then click Submit. See Owner List Portlet Fields for field descriptions.

    • To select an owner from the database, click Look Up and enter search criteria to find the desired owner, then click Submit. Select the owner(s) you want to associate and click Select.

      Civic Platform confirms the owner-parcel association

Removing an Owner Associated to a Parcel

You can remove any owner associated to a parcel. When you do this, Civic Platform does not delete the owner record from the reference database. Only the association is removed.

To disassociate an owner from a parcel

  1. Navigate to the Owner portlet and use search to locate and select the owner you want to work with.

    Civic Platform displays the owner details.

  2. In the owner detail form portlet, click the Parcel tab.

    Civic Platform displays a list of owners associated to the parcel.

  3. Select each owner you want to disassociate from the parcel and click Delete.

    Civic Platform confirms the removal of the associated owner from the parcel.

Associating or Disassociating a Public User with an Owner

You can associate or disassociate owners and public users with one another at any time. This linked relationship is particularly useful when you want a public user to be able to view comments or view document attachments associated with a record using Citizen Access. For more information about public users, refer to Chapter 21, Public Users, in the Accela Civic Platform Administrator Guide.

To associate a public user with an owner

  1. Navigate to the Owner portlet and use search to locate and select the owner you want to work with.

    Civic Platform displays the owner details.

  2. Click the Associated Public User tab.

    Civic Platform displays the Associated Public User list portlet.

  3. Use search to locate the Public User you want to associate the current owner with.

    Civic Platform returns a list of public users that meet the search criteria.

  4. Select each public user you want to associate with this owner.

  5. Click Connect.

    Civic Platform creates a link between the owner and the public user.

To disassociate a public user with an owner

  1. Follow steps 1-3 to associate a public user with an owner.

  2. Select each public user you want to remove

  3. Click Delete.