LIMS User Guide

C032 - Search by Township Extension

This form allows searching for properties within a specific Township, Farm, or Agricultural Holding.

  • Township/Farm/AH: Select the desired locality from the dropdown list.
  • Once a locality is selected, a list of properties within it will be displayed.
  • You can further filter the list using the provided filter fields.

C040 - Archive a property

This form is used to archive a property, effectively marking it as end-of-life.

  • Reason: Enter the reason for archiving the property.
  • Effect Date: Specify the date from which the archival is effective.
  • Click the "Archive" button to confirm. A modal dialog will ask for final confirmation.
  • This action cannot be performed on properties that are already archived or deleted.

C041 - Un-Archive a property

This form reverses the archival of a property.

  • Click the "Un-Archive" button. A modal dialog will ask for confirmation.
  • This is only possible for properties that are currently in an "ARCHIVED" state.

C050 - Delete Proposed Property

This form is used to delete a property that was created in error.

  • This action is typically restricted to properties in a "Proposed" state.
  • A confirmation modal will appear to prevent accidental deletion. This action cannot be undone.

C054 - Create Township Names / Registration Divisions

This form allows for the creation of new Township Extensions, Farms, or Agricultural Holdings.

  • Township Name: Select the parent township name.
  • Township Type: Select the type (e.g., Township, Agricultural Holding).
  • Extension: Enter the extension number.
  • Fill in other details like Finance Name, Jurisdiction, and any overrides.
  • Click "Create" to save the new locality.

C056 - Update Township Names / Registration Divisions

This form is for modifying the details of an existing Township Extension, Farm, or Agricultural Holding.

  • All fields from the creation form are available for editing.
  • Click "Save" to apply changes.

C058 - Delete Township Names / Registration Divisions

This form allows for the deletion of a Township Extension, Farm, or Agricultural Holding.

  • This action is only possible if the locality is not in use (e.g., has no properties associated with it).
  • A confirmation is required before deletion.

C064 - Create Sectional Scheme Phases

This form is used to create a new phase for a Sectional Scheme.

  • Sectional Title Scheme: Select the parent sectional title scheme.
  • Code: Enter a code for the new phase.
  • Number / Year: Specify the phase number and scheme year.
  • Phase Master Property: Link the phase to a master property.
  • Click "Create" to save.

C066 - Update Sectional Scheme Phases

This form allows for updating the details of an existing Sectional Scheme phase.

  • All fields from the creation form are available for editing.
  • Click "Save" to apply changes.

C068 - Delete Sectional Scheme Phases

This form is for deleting a Sectional Scheme phase.

  • This is only possible if the phase is not in use (e.g., has no units associated with it).
  • A confirmation is required.

C080 - Property Document Detail

This form displays the details of a single document record. It typically shows information such as the document type, file name, file size, and creation date. You usually navigate to this page by clicking on a document from a list.

C082 - List Property Document

This form displays a list of documents associated with a specific item in the system, such as a Property, Valuation Roll, or Application.

  • The list is presented in a table with columns like Document Type, File Name, and Date Created.
  • From this list, you can typically perform actions such as viewing the details of a document, downloading the file, or deleting it.

C084 - Add Document

This form is used to upload one or more documents and associate them with an item in the system.

  • Document Type: This may be pre-selected based on the context from which you accessed this form. In some cases, you may be able to choose from a list of relevant document types.
  • File: Click to browse for one or more files on your computer to upload.
  • After selecting the file(s), click the "Add Document" button to upload and save them.

C086 - Update Property Document

This form allows you to edit the details of an existing document record.

  • Document Type: You can change the classification of the document.
  • Note: It is not possible to replace the file associated with the document record. To do so, you must first delete the existing document and then upload the new file as a new document.
  • Click "Save" to apply your changes.

C088 - Delete Property Document

This form is used to permanently delete a document from the system.

  • A confirmation message will be displayed to ensure you do not delete a document by accident.
  • Once confirmed, the document record and its associated file will be removed and cannot be recovered.

C090 - List SG Diagrams

This form provides a list of Surveyor-General (SG) diagrams stored in the system.

  • You can filter diagrams by:
  • Township Name: The name of the township or registration division.
  • Type: Rural or Urban.
  • Parcel / Portion: The erf and portion numbers.
  • SGNO: The Surveyor-General number.
  • LPI: The 21-digit Land Parcel Identifier.
  • Clicking the "Search SG Office" button will perform a live search on the Surveyor-General's website with the provided criteria.

C091 - List SG Diagrams by Document Number

This form allows searching for SG diagrams using the SG document number.

  • SGNO: Enter the SG document number to search for.
  • The "Search SG Office" button will perform a live search on the Surveyor-General's website.

C100 - Update Transfer Owner Details

This form is used to manage the details of owners involved in a property transfer.

  • The primary function is to mark a seller as an "Old Owner" for a specific title deed.
  • This links the seller to the most recent transfer on the property.
  • Set this owner as an Old Owner: Check this box to perform the action.

C110 - List Messages

This page displays system-generated messages and notifications for the logged-in user.

  • Messages are listed in a table.
  • You can select one or more messages using the checkboxes and click "Delete Selected" to remove them.

C120 - Update Transfer Details

This form is used by valuers to provide additional details about a property transfer, particularly regarding its market relevance.

  • Is Market Related?: Check this box if the sale price reflects the market value.
  • Valuers Notes: If the sale is not market-related, provide an explanation in this field.
  • Click "Save" to update the transfer record.

C130 - Update License Key

This administrative screen is for entering or updating the software license key for the application.

  • License Key: Paste the provided license key into this field.
  • Click "Apply" to activate the license.

C144 - Create Servitude

This form allows for the creation of a servitude on a property. A servitude is a right that one property has over another (e.g., a right of way).

  • Servitude Index: A unique identifier for the servitude on the property.
  • Servitude Type: The type of servitude (e.g., Right of Way, Pipeline).
  • Servitude Number: The official number of the servitude.
  • Owner: The owner of the servitude.
  • Title Deed Number: The title deed where the servitude is registered.

C146 - Update Servitude

This form is for editing the details of an existing servitude.

  • All fields from the creation form are available for editing.
  • Click "Save" to apply changes.

C154 - Create Split Value

This form is used to create a "Split Value" property. This is a virtual property used to represent a portion of a parent property's value that is assessed separately (e.g., for different land uses on the same erf).

  • Virtual Property Number: Enter an index number for the split value.

C156 - Update Split Value

This form is for updating the index number of an existing split value property.

  • Virtual Property Number: Edit the index number.
  • Click "Save" to apply changes.

C162 - List Property Snapshot

This form displays a list of property image snapshots that have been captured from the GIS system.

  • The list shows all available snapshots for the property.
  • You can view an image by clicking on its link.

C168 - Delete Property Snapshot

This form is for deleting a property snapshot image.

  • A confirmation is required before the image is permanently deleted.

C172 - List Property Image

This form displays a list of images associated with a property.

  • The list shows thumbnails and details for each image, such as description, image type, and date.
  • From this list, you can typically view the full image, update its details, or delete it.

C174 - Add Image

This form is used to upload one or more image files for a property.

  • File: Browse and select one or more image files to upload.
  • Property Image Type: Classify the image (e.g., Photo, Plan, Field Sheet).
  • Image Description: Provide a brief description of the image.
  • Page Number: If the image is part of a multi-page document.
  • Image Date: The date the image was created or captured.
  • Image Author: The person who created the image.
  • Click "Add" to upload and save the image(s).

C176 - Update Image

This form allows you to edit the details of an existing property image.

  • You can update fields like Property Image Type, Image Description, Page Number, Image Date, and Image Author.
  • Note: It is not possible to replace the image file itself. To do that, you must delete the existing image record and upload the new file.
  • Click "Save" to apply your changes.

C178 - Delete Property Image

This form is for permanently deleting a property image.

  • A confirmation is required before the image and its record are deleted.
  • This action cannot be undone.

C184 - Owner Contact Details Override

This form allows users to override the owner's contact information that is sourced from the main billing system. This is useful when the billing system's data is out of date.

  • The left side of the form shows the new details you can enter.
  • The right side shows the current information from the billing system for comparison.
  • Fill in the new postal address and/or email address.
  • Click "Save" to store the override. The system will use these new details for correspondence.

C196 - Update Property History

This form allows for the correction of a property's historical records.

  • You can edit details like the Effect Date and Change Reason for a specific historical event.
  • If the history record is linked to a valuation, you can also mark if it should be shown on a Supplementary roll.
  • Changes made here can affect related valuation records.

C200 - Bulk Property Work Area

This is a powerful tool for performing bulk updates on multiple properties at once.

  • Filtering: Use the extensive filter options to create a list of properties you want to update.
  • Actions:
  • Export: You can export the filtered list to Excel or CSV.
  • Change Property Attributes:
  • Select the attributes you want to change (e.g., Region, Zone, Land Use).
  • Enter the new values for those attributes.
  • You can apply the changes to selected records (using the checkboxes in the table) or to all search results.
  • A confirmation is required before applying the bulk update.

C212 - List Linked Property Groups

This form lists groups of properties that are legally tied together.

  • You can filter the list by the group's description.
  • Clicking on a group will take you to the list of properties within that group.

C213 - Linked Property List

This form displays all properties that belong to a specific linked property group.

  • You can filter the list of properties using the standard property search filters.
  • This is useful for managing all properties in a legal tie as a single unit.

C222 - General Property Notes

This form shows a history of general notes that have been added to a property.

  • The table lists each note with the user who created it and the date it was created.

C224 - Create General Property Note

This form is for adding a new general note to a property.

  • Notes: Enter the text for the note in the text area.
  • The current note (if any) is displayed for reference.
  • Click "Save" to add the new note. The old note is kept for historical purposes.

C232 - List Property Inspection

This form is the main work area for managing property inspections.

  • Project: Filter inspections by the inspection project.
  • Use the other filters to narrow down the list of properties.
  • Actions:
  • Assign inspector: Select an inspector from the dropdown list.
  • Onsite Inspection Required: Set or unset the requirement for an on-site visit.
  • Click "Go" to apply these actions to all properties in the current search results. This will create new inspection records or update existing ones.

C234 - Create Property Inspection

This form is used to manually create a new inspection record for a single property.

  • Property: Search for and select the property to be inspected.
  • Fill in the details about the property's current state (e.g., Land Use, Condition).
  • Scanned Field Sheet: You can attach a file, such as a scanned field sheet.
  • Click "Save" to create the inspection record.

C236 - Update Property Inspection

This form is for updating an existing property inspection record.

  • You can edit all the details captured during the inspection.
  • Inspection State: Change the status of the inspection (e.g., from 'Assigned' to 'Complete').
  • Once an inspection is marked as 'Complete', it becomes read-only.

PS024 - Property Deeds Information

This form provides a comprehensive, read-only view of a property's title deed information. It consolidates details about the property, its owners, and its history into a single page.

The information is organized into several sections:

  • Property Information: Displays key details such as property type, legal description (erf/portion/township), LPI, various land size (extent) measurements, and physical address. It also provides a link to view the property on a map.
  • Owner Details: Lists all current owners associated with the property. This section also provides the link to manage owners for a transfer (see C100).
  • Endorsements: Shows a table of any endorsements or conditions registered against the title deed.
  • Transfer History: Provides a detailed history of all previous sales and transfers of the property.

From this form, you can also print the information or generate a formal PDF report.