User Guide

Getting Started

Logging in and Introduction to the Dashboard

To access your plant via PropertySync make sure to use this address: https://portal.propertysync.com/login

Your username and password will be provided by our IT department ahead of your scheduled training session. Once logged in you will be directed to the dashboard. Two graphs will show the number of fallout orders and number of new orders in the last seven days.

Navigation

There are three different navigation menus where context-specific links can be found. Two of these menus are accessed via buttons in the application header, and one is located along the left side of the application's main content.

Side Navigation Menu

The side navigation menu is where links to some of the most important pages are found. These links are dependent on your user permissions, if there is something listed here that you need to see in the side navigation menu please contact your support team. There are five different menu items that can appear in the side navigation menu:

1. Dashboard: This is the main page you will see when you log in.

Under the Search section of the side menu, you will see these two options:

2. Orders: This menu will allow you to access your orders.

3. Run Searches: This is where you will go to begin searching your plant or to create orders.

Under the Indexing section of the side menu, you will see these two options:

4. Batches: This menu will allow you to view Indexing batches

5. Batch Imports: This menu allows you to view batches imported from external software

Plant Navigation Menu

The Plant Navigation Menu is where the active plant is displayed along with some other important information and links. To open the plant navigation menu, click on the header button that displays your active plant's name and effective date.

There are three sections that make up the plant navigation menu:

1. Active Plant Information: Includes the plant's name, effective date and id (useful for support requests and API usage)

2. Plant-Specific Links: Set of permission controlled links that redirect to pages containing plant-specific data (this will not appear the same for all users)

3. Active Plant Selector: The place where you change the active plant that you are working in

User Navigation Menu

The User Navigation Menu is where basic user information is displayed along with some other important links. To open the user navigation menu, click on the header button that shows your profile image.

There are two main sections that make up the user navigation menu:

1. User Information: Shows your name and company name

2. Profile Links: Includes the My Profile link and Log Out button

Searches

Running a Search

To run a basic search, fill out the desired criteria then click the green Run Search button at the bottom of the search form, or press Enter. Your search results will be presented in a new tab.

Search Criteria Sections

Searching by Recording Information

When searching by Recording Information, you can search by any of the following identifiers:

1. Book and Page - the Book and Page fields accept individual values (e.g. A1).

2. Instrument Number - the Instrument # field accepts individual values (e.g. 2000-00001), lists of values (e.g. 2000-00001, 2000-00002, 2000-00003), and ranges of values (e.g. 2000-00001 -- 2000-00003).

3. Case Number - the Case # field accepts individual values (e.g. SC-1)

To add more Recording Information criteria to your search, click the blue Add Recording Info button at the bottom of the section.

Searching by Party

There are three available fields in the Party section, Grantor, Grantee, and Party.

1. If you wish to search for a party as a Grantor, key the name in the Grantor field.

2. If you wish to search for a party as a Grantee, key the name in the Grantee field.

3. To search for a party as either a Grantor or a Grantee, key in the name you wish to search in the Party field.

The "phonebook" will look through the entire database and preview the matches for the name entered in any of the Party section fields. If no names are selected from the preview list, your search will include all the names in that list. If you select one or more names from the preview list, your search will be limited to just those selected variations.

To add a wildcard to your name search use either the % or * character. (e.g. %COMPANY to search for parties ending in COMPANY or SUSAN ANDERS*N to search for variations of a name)

GI Searching:

1. Enable the GI Only Search option to search for documents that are only posted against a name and are not posted to a legal description.

There are four options in the Party section to allow for more customized party searching:

1. Enable Soundex Searching - includes similar names in the search criteria based on their pronunciation and by spelling variations/typos

2. Add Nicknames to Search - includes registered "nicknames" in the search criteria

3. Add First Initial to Search - includes similar names in the search criteria that only include a matching first initial

4. Proximity Search (active by default) - includes other names in the search criteria that match the parties being searched regardless of order or any other words in the string (e.g. CHRIS JONES will find JONES CHRIS or CHRIS JONES COMPANY)

NOTE - You cannot have Soundex search enabled if you have Nicknames and/or First Initials added to the search criteria. If you would like both features enabled for a name you must key the name in two sections where one section has Soundex enabled and the other has Nicknames and/or First Initials added.

To add more Party criteria to your search, click the blue Add Party button at the bottom of the section.

Searching by Legal Description - Subdivision

To run a basic search by addition, add a subdivision name in the Addition field (1). Once you begin typing in the field, matching auto completes will appear in a dropdown list below. You must select one to enter into the field before running your search.

If there is a copy of the plat available, a green Plat Info button (2) will appear below the addition name.

Clicking the green Plat Info button will redirect you to a new tab where you can:

1. View a copy of the plat (if it exists)

2. View any associated land validations

3. Add a land comment

4. NOTE - Urgent comments can be used to create system-wide notifications that stay attached to a specific subdivision. All future searches and orders will show this comment to users and alert them to conditions for that subdivisions. To create an urgent comment, select the Urgent Comment checkbox when creating your land comment.

To add more Subdivision Legal Description criteria to your search, click the blue Add Subdivision button at the bottom of the section.

Searching by Legal Description - Acreage

To run a search against acreage legal descriptions, you can key values in the following fields:

1. Quarter:

   • quarter - keyed as SENW or NWSE
   • half - keyed as N2SE or E2SW
   • whole - keyed as ALL
   • multiple calls - keyed as a comma-separated list consisting of the above types (e.g. N2SW, SESW)

2. Section - accepts numeric values

3. Township - accepts numeric values

4. Range - accepts numeric values

5. Land Comment - further filters search results based on the alphanumeric string keyed in this field

NOTE - Including directionals in the township and range fields is not necessary. A search for range 4 will search for 4, 4W and 4E.

To add more Acreage Legal Description criteria to your search, click the blue Add Acreage button at the bottom of the section.

Searching by Legal Description - Abstract

To run a search against abstract legal descriptions, you can key values in the following fields:

1. Abstract Number

2. Survey - an auto complete field where you must select from a list of pre-populated values

3. Acres - allows you to filter results using an acreage range

4. Section

5. Block

6. Land Comment - allows you to filter results using a comment string (exact matches only)

To add more Abstract Legal Description criteria to your search, click the blue Add Abstract button at the bottom of the section.

Search Results

For every search made an associated "chain sheet" is generated with it. The chain sheet is organized into the search results header (1), search results table (2), and search results footer (3).

Search Results Header

The search results header includes the following information:

1. General Plant Information:

   • plant name
   • plant effective date
   • other plant-specific information

2. Search Criteria - a comma separated list of the sections and search criteria displayed in the following format => section_name([field_1=criteria_1, field_2=criteria_2])

3. Plat Information Buttons - a group of green Plat Info buttons (with the same functionality as the Plat Info buttons described in the Searching By Legal Description - Subdivision section), one button for each subdivision included in the search criteria

4. Search Filter - opens a dropdown menu with the search criteria form that allows users to create more filtered searches built off of the criteria in the current chain sheet

Search Results Table

Search results appear in a table where each row represents a different result. These rows are split into two sections:

1. Action Icons (left side):

   a. View Image (page icon):

   • click to view an individual search result's document image in the Image Viewer

   b. Sticky Note (sticky note icon):

   • click to edit an individual search result's sticky note
   • the icon will appear yellow if there is a sticky note associated with the search result, and gray if there is not

   c. Strike Out Document (strikethrough icon):

   • click to strike out an individual search result
   • the icon will appear black if the search result is "struck out" (and a line will go through the search result), and gray if not

   d. Flagged (flag icon):

   • click to flag an individual search result
   • the icon will appear black if the search result is "flagged", and gray if not

2. Document Details (right side)

Search results have a gray background, and related search results have a blue background.

Search results have two views:

1. collapsed (less detailed)

2. expanded (more detailed)

To view the expanded view of a search result, click anywhere on the Document Details.

Search Results Footer

Each search result also has a checkbox to the left of the Action Icons section. This can be used to select multiple documents and perform an action using the footer action buttons on the search results page.

There are ten footer action buttons:

1. Add Search to Order (floppy disk icon):

   • opens the "Save to Order" pop-up window, allowing you to add this individual search to an already existing order

2. Toggle Strikethrough (strikethrough icon):

   • toggles whether the selected search results are struck out

3. Toggle Flag (flag icon):

   • toggles whether the selected search results are flagged

4. Display Selected (folder icon):

   • opens the selected search results in the image viewer if they have an associated image

5. Expand All/Collapse All (four corners icon):

   • if the icon is expanded, clicking this button will expand all search results in the table
   • if the icon is collapsed, clicking this button will collapse all search results in the table

6. Select All Documents - Excluding Struck Out (checkbox minus strikethrough icons):

   • if the check mark is unchecked, clicking this button will select all search results that are not struck out
   • if the check mark is checked, clicking this button will deselect all search results that are not struck out

7. Select All Documents - Including Struck Out (checkbox plus strikethrough icons):

   • if the check mark is unchecked, clicking this button will select all search results
   • if the check mark is checked, clicking this button will deselect all search results

8. Create/ Edit Sticky Note (plus / pencil sticky note icons):

   • opens the "Sticky Note" pop-up window for a selected search result
   • NOTE - this button only works for one selected search result at a time

9. Delete Sticky Note (minus sticky note icons):

   • removes the sticky note from a selected search result
   • NOTE - this button only works for one selected search result at a time

10. Export:

    • opens the "Export" pop-up window, allowing you to create a custom export of your search results (see Exporting a Search/Order)

Orders

Creating an Order

In order to create an order, the following requirements/steps must be met/performed:

1. There must be at least one name in the Party field. If additional names are needed, use the Add Party button to add more sections. If you need to create the order without a party name, enter "TBD" or "To Be Determined" in this field.

2. There must be at least one valid Legal Description included in the parameters. DO NOT CREATE AN ORDER USING A SUBDIVISION AND AN ACREAGE LEGAL AT THE SAME TIME.

3. You must include an order name/order number in the Order Name field.

4. You can optionally restrict your order with a date range. To do so, include a start date in the Date From field and/or an end date in the Date To field.

5. To create your order, click the light blue Create Order button at the bottom of the search form.

Order Repository

After clicking the "Orders" option in the side navigation menu, you will be brought to the order repository. This is where you can view a list of orders made in your current active plant (shown in order of date created).

To filter what orders appear on the order repository page, click the gray Filters button, and select from one of the following options:

1. Only show updated orders - show orders that have new or updated documents that were picked up by the fallout report

2. Show closed orders - show orders that have been closed, and now exist as starters in the PropertySync system (the fallout report does not include these)

3. Show deleted orders - show orders that have been deleted

4. Show User's Orders - show orders that you have created

To show orders based on your selected filter options, click the blue Find Saved Orders button.

Order Statuses

There are four different statuses an order can have:

1. Open No Watches - the full fallout report is running against the entire order

2. Open with Watches - the full fallout report is running against the entire order and some documents have been indicated on the final chain to watch after closing the order

3. Waiting for Watches - the fallout report is only tracking watched documents for releases

4. Closed - no fallout report is running against the order

To begin working on an order from the order repository, click the green Open button that is in the row of the order you wish to work on.

To run an order action on an order from the order repository, click the dropdown arrow on the green Open button and select the action you would like to run.

Fallout Report

When PropertySync finds new or updated documents pertaining to your order in the daily fallout search, a notification will appear next to that order in the "Orders" page.

Every PropertySyc order will have a "Fallouts" tab at the beginning of the order. Documents picked up by the fallout report will appear here. Any newly picked up documents will appear in the "New Fallouts" list and any documents that have been acknowledged will appear in the "History" list.

There are two actions you can perform to acknowledge a fallout document:

1. To indicate that a fallout document is not relevant to this order, click the strikethrough action icon.

2. To add a fallout document to the final chain, click the chain action icon.

Once a fallout document is acknowledged it should automatically move from the "New Fallouts" list to the "History" list.

NOTE - It is important to make sure that all fallout documents are acknowledged prior to closing an order.

Working/ Completing an Order

At the top of your order chain sheets, the different search tabs that make up your order are listed. If you cannot see a specific search on the bar, click More Searches on the right side of the list to see all the searches that are associated with the order.

Order-Specific Chain Sheet Functionality

Inside of orders, chain sheets have some additional functionality:

1. "In Final Chain" (chain icon) Action Item:

   • click to add this search result to the final chain of your order
   • the icon will appear black if the search result is in the final chain of your order, and gray if not

2. "Edit Notes" (pencil icon) Footer Button:

   • opens the "Edit Notes" pop-up window that allows you to keep notes on both the individual searches within your order, and the order as a whole
   • this pop-up window allows you to change the names of any searches you have as a part of your order (except for the "Fallouts" and "Final Chain" tabs)

3. "Add/Remove from Final Chain" (chain icon) Footer Button:

   • toggles whether the selected search results are in the final chain of your order

4. "Order Actions" Footer Button:

   • provides a dropdown menu of different order actions available for the order

Exporting a Search/Order

To open the "Export" pop-up window, click the Export button on the search results footer of your current chain sheet

The "Export" modal has the following sections:

1. Documents to Export - select the documents you would like to export

2. Export Format - select the format in which you will receive your export (NOTE - the "Zip Folder" option will create a foldr of ONLY compressed images)

3. Chain Sheet Options - options to further customize how search result data is displayed in your export

4. Sections to Include - options to further customize what documents are included in your export

5. Notes - options to include notes taken within an order (NOTE - this section does not appear when exporting a search)

NOTE - Additional sections may appear based on your selections.

To generate the export according to your selected options, click the blue Export button at the bottom left of the pop-up window.

Order Actions

There are a number of different actions you can perform on your order depending on whether has been closed and whether it has any watchers. The following actions are most common:

• Date Down - runs a manual fallout report for the order and updates the order's effective date to the current plant effective date

• Close - closes the order

• Watch - sets the order status to "Waiting for Watches"

• Duplicate - duplicates the order using a given name

• ReOpen - re-opens the order if it is closed

Using the Image Viewer

The image viewer allows you to view the images associated with search results.

Most of the footer buttons correspond to those of the search results footer with the same icons. However, there is one additional button present in the image viewer:

1. Link:
   • provides a PUBLICLY ACCESSIBLE link to the currently displayed image

Indexing

Indexing Batch Documents Grid

Overview

The batch-level documents grid in Indexing allows you to quickly locate, sort, and filter documents inside a batch so that you can focus on specific records efficiently. If you do not use Indexing, this view will not appear in your workflow.

Opening the Grid

When you open a Batch in indexing, you will see a tabular view of each document in the batch. Each column represents a piece of metadata for the batch document, and each row represents an individual document in the batch.

Customizing Columns

You can right-click on the batch document grid's headers to toggle the visibility of columns in the view. Additional columns can be included in this list by contacting PropertySync support.

Filtering Documents

Some columns can have filters applied to them, indicated by the "magnifying glass" icon. Clicking on the "magnifying glass" icon will open a menu for you to enter values to filter by. Filters applied to basic text data operate under the notion of "includes," which means that any text used to filter will check if the field for the document "includes" that entered text.

More than one filter can be applied at once and in order to clear all filters, you can click on the red "Clear Filters" button or click on the element showing how many documents match your filters, which only appears after a filter has been applied.

Sorting and Ordering Columns

Columns which have two opposing arrows next to their title can be sorted by click on the image of the arrows or the columns title. The highlight of the arrows indicates if the sorting is in ascending or descending order.

You can click and drag a column's handle, which resembles 6 raised dots, on the very left of the header to rearrange its order to your preference. The order and which columns are visible will be saved between sessions.

More Help?

Please click on the following link for a visual demonstration of how to use the Batch Grid View features: Batch Grid View Training Video

Multi-Factor Authentication

For Users of PropertySync

In order to keep your account safe, your company may have enabled Multi-Factor Authentication (MFA). MFA requires you to verify your log in attempts by entering a secret code sent to your email or by using an authentication device, such as your phone, and an app which generates one-time keys.

As a user of PropertySync, this is how you will now log in:

1. You will enter your Username and Password like before

2. Instead of logging directly into the dashboard, you will be prompted to use your Email to receive a one-time passcode or to enroll an authenticator device.

   • If you have already enrolled an authenticator device, you will instead be given the option to enter in your authenticator device's 6-digit one-time key.

3. If you choose to enroll an authenticator device, you will be given a QR code. Use your phone to scan this code and enroll using an authenticator app, such as Duo Mobile.

4. Once you have scanned the QR code and saved it to your phone, you will be given a 6-digit code. Enter in this 6-digit code to complete enrollment. If you chose to use your email, a code will be emailed to you.

5. All logins after enrolling in MFA will use your email or the authenticator device you logged in with.

In order for your account to remain safe, you must keep your passcodes a secret. PropertySync will never ask you for a passcode in order to access your account.

In the event you have lost your authentication device and access to your email, contact a company administrator with access to PropertySync or contact PropertySync support directly in order to reset your authentication methods.

For Administrators

Enabling MFA

In order to enable MFA in order to test, you must have the ability to edit User information.

In the Users table, choose a user you would like to enable MFA for. In the edit screen, you will see a "Force MFA" option. By default, this setting will use your company-wide MFA setting. To enable it for a single user, select the "Enable MFA for User" option in the dropdown menu. Save the user by clicking the "save" button at the bottom of the page. Once enabled for the user, you should see a new button called "Reset MFA Authentication Methods." Once this user logs in, they will be prompted to enroll in MFA using an authenticator device or have an email sent to them to complete their login.

In order to enable MFA for your company, contact PropertySync support and we can enable the setting for you.

Resetting Authentication Methods

In order to reset a User's authentication methods, you must have the ability to edit User information.

In the case that a user cannot access their email or their authentication device, you have the option of resetting their available authentication methods. The user's email cannot be changed from the one they use to log into PropertySync for the purpose of MFA, but this option will reset their authenticator device and allow them to enroll in MFA using a new authenticator device.

To reset the user's authentication methods, find the user in the users table and click the "edit" button. From there, you can click on the "Reset MFA Authentication Methods" button. The page will refresh and you will be prompted with a message the top of the screen indicating if the operation was successful. Once you have reset a user's authenticators, they will be prompted to enroll in MFA the next time they log into PropertySync.

Dual-Monitor Support

When using multiple monitors, you will be able to view your search results on one monitor and your images on another. As you navigate through the images, the search results page wil reflect this by highlighting the result associated with the image that is currently being displayed.

NOTE - If there is not an image associated with a search result, the "View Image" action icon will not appear for that result.

Hotkeys

ALT + I - Jump to the first field in the Instrument/Document header areaALT + I - Jump to the first field in the Instrument/Document header area ALT + G - Jump to the first Grantor name fieldALT + J - Jump to the first Grantee name fieldALT + U - Jump to the first Address Section fieldALT + L - Jump to the first Entry Field within the first legal Property Type on display (usually Subdivision/Addition property)ALT + R - Jump to the first Related Section fieldALT + T - Jump to the TAG SectionALT + M - Jump to the Market Source / Comment SectionALT + Q - Copy data from Other Documents: Currently, you must press the button using a mouse instead of hot-keysALT + N - Jump to the first field in the Next Section. If no records in that multiple row section, focus on the " + " so records can be added.ALT + P - Jump to the first field in the Previous Section. If no records in that multiple row section, focus on the " + " so records can be added.ALT + A - Add new entry lines within a section (Same as clicking on " + ")ALT + S - Save to Plant (Same as clicking the " Save to Plant " button)ALT + V - Save to Verify (Same as clicking the " Save to Verify " button)ALT + . - Swap the Grantors and Grantees sections

TIP

If there are no fields and you want to use a hotkey, use tab to focus on a "+" symbol in the editor.