This tip is intended to review the different ways that FP2 Property records can be updated en-mass, as opposed to changing each record individually.
There are a number of different scenarios where you might need to make large-scale changes to your Property Records. Some examples are included in this tip, but feel free to contact Ingenious Software if you have other questions regarding updating your Property Records.
Critical Caveat: This tip provides ways to change a LOT of your data, really FAST. That means that you should always Back Up your database before using any of these functions!
The FP2 Property Import/Update Tool is the most common way that clients update their Property Records. This custom tool is usually added to FP2 during the initial purchase and is configured to work with the property address files that are provided as part of the FP2 setup.
This tool is usually run on an annual or semi-annual basis when updated Property information is supplied by the municipality or province.
If you have this tool, it is accessible through the red toolbox (Action) menu option on the Property List Window:
The Property Import/Update tool does 2 things.
1) It checks for existing properties (using Roll# or Address) and adds any new properties to the database.
2) It updates Property Contact records to reflect the current Owner. This step is optional and depends on that information being included in the Import File.
If you are not sure about the format required by your Property Import/Update Tool, or you would like to purchase one, please contact email@example.com.
The Street List in FP2 is a master list that identifies all the Street Names that are attached to Property Records. That means that editing the master list allows you to change all Property records attached to that Street at the same time.
There are several reasons that you might need to edit the Street list. The first, and most common reason, is when you have duplicate but slightly different street names, like "Smith St" and "Smith Street" in your database. Cleaning up the list will remove this duplication and normalize all your properties, making searching easier.
Second is that you might need to standardize your street types, like turning all your Roads into "RD" in order to make integration with a Dispatch system easier.
The final reason is that your municipality might be changing Street names. Changing the Street name entries on the Street list will update all properties quickly and easily.
To edit the Street List, simply open any Property record and click on the (Edit List) button next to the Street Name Drop-down.
The Set Station command in the the red toolbox (Action) menu option on the Property List Window allows you to assign a specific station to a large number of Property records at once.
This function is often used in combination with Dispatch Import tools, since those systems default the primary responding station based on the Station that is assigned to the Property. Having assigned Stations can also be helpful when organizing Inspections or Pre-plan visits.
To use this tool, highlight all the Property records that you want assigned to a specific Station on the list window - you can click-drag, ctrl+click, or shift+click to do this, then right-click and choose "Set Station" from the list. Finally, select the Station you want to assign from the drop-down list and hit "OK".
FP2 has the ability to automatically calculate Postal Codes for Property records based on physical address.
This is a helpful function if your Property Database did not include Postal Codes, or you would like to print address labels for Properties.
Critical Caveat: Only Properties with a Town/Township assigned to them will get accurate Postal Code information.
To use this tool, highlight all the Property records that you want to search for a Postal Code for - you can click-drag, ctrl+click, or shift+click to do this, then select the Calculate Postal Code option in the Action Menu.
FP2 can apply a Town/Township to multiple properties at the same time. This function is helpful if you have multiple different municipalities that you cover.
To use this tool, highlight all the Property records that you want to assign to a Town/Township, then Right-click on the List window and select "Set Township", then select the Township from the drop-down list and hit "OK"
FP2 uses Geographic Areas attached to Property records in order to report on activities in different areas. Setting Geo Areas can be helpful if you have a Town/County delineation that you need to report on, or multiple subdivisions that you'd like to get separate statistics for.
To use this tool, highlight all the Property records that you want to assign to a Geo Area, then Right-click on the List window and select "Set Geo Area", then select the Geo Area from the drop-down list and hit "OK"
Property records can have periodic Inspection frequency assigned to them, which automatically generates reminders and allows you to run reports based on the next scheduled inspection date.
This tool allows you to update the Inspection frequency (tracked in months) on multiple Properties at once. It's useful if you are systematically increasing or decreasing the intervals between scheduled Inspection visits.
To use this tool, highlight all the Property records that you want to adjust the Inspection frequency on - you can click-drag, ctrl+click, or shift+click to do this, then right-click and select the "Set Inspection Frequency" option from the list. Finally, enter the new frequency for those Properties and hit "OK".
Using this feature will do two things. First, it will update all of the Scheduled inspection dates for the selected properties. Second, it will re-build all the Scheduled Inspection Reminders for those properties.
FP2 allows you to organize Property records into Primary/Secondary/Tertiary types when you are dealing with multi-part or multi-unit buildings.
If you have a number of apartments that you'd like to add to a Primary building, or a strip mall with many units that need to be assigned as secondary properties to a mall, this tool allows you to quickly do that.
To use the tool, make sure that the Property record that you want to attach the other records too is set as a Primary or Secondary property, then highlight the Properties you want to attach in the Property List window, then Right-click and select either "Set selected Properties as Secondary" or "Set Selected properties as Tertiary" and select the Primary/Secondary property you want to attach them to, then hit OK.