Mastering Sets for Efficient Record Management

1. 5.3 Working with Sets • After this class, you will be able to: • Understand the difference between related records and a set • Create a set • Utilize sets and take payment on multiple records

2. 5.3 Working with Sets What is a set? Sets are used to organize multiple records or other objects into a group for batch processing, like paying for all fees on the group of records with a single payment, running a batch script that will send out expiration letters for all the records grouped together, adding a comment on a group of licensed professionals, adding a condition on a group of parcels, etc. Sets are different from related records. Sets allow for changes to be made for all records grouped together. Whereas related records are almost entirely independent of each other.

3. 5.3 Working with Sets • Types of sets • Record sets is the most common type of sets that are used in the system. But a handful of other objects can be grouped into a set for batch processing. The following lists the different objects and what can be done with them using the sets portlet: • Records • Manage record comments • Manage record conditions • Manage record contacts • Manage record property owners • Process payments • Manage licensed professionals • Parcels • Create records (not recommended) • Manage reference parcel conditions • Manage reference property owners • associated to the reference parcels • Addresses • Manage reference address conditions • Manage reference address comments • Licensed Professionals • Manage reference licensed • professional conditions • Manage reference licensed • professional comments • Sets (Yes! A set of sets) • Set Analysis • Fee Analysis • Process payments • Random Audit • Create a randomly selected set of • records, based on user-defined criteria • Execute a script • Generate reports • Execute a script • Execute a script • Execute a script • Execute a script

4. 5.3 Working with Sets • Creating a set of records • A set of records can be created manually or automatically. • Manual Method • Use the Sets portlet to manually create a set of records. • Automatic Methods • Use the “Create Set” ASI field on the SPEAR form to Automatically create a set of related records, based on the records listed in the RELATED RECORDS ASI table. • A routine batch process will automatically create a set of records that should receive an expiration letter.