Manage Deed Records

Select from the following to help manage deed records:

To add a new deed:

  1. Navigate to Estates > Deed > New Deed.

    Alternatively, search for and open an existing deed record.

    The Deed Editor is displayed.

    Deed editor

  2. Enter or edit the relevant details.

The fields on the Deed Editor are described in the following table.

This field Holds this information...
Deed Number A unique reference number for the deed. This is populated automatically if the Deed Record Auto Unique Number system setting (accessed by navigating to Tools > System Options and then clicking the System Options button) is set to 'True'.
Deed Description A description of the deed. This field is mandatory.
Deed type The type of deed. Select from the drop-down list.
Tenure Whether the deed is for a freehold or leasehold property. Select from the drop-down list.
Terrier Reference The terrier reference number for the deed. This field is mandatory.
Land Registry Number The Land Registry Number for the deed.
Deed Packet Reference The Deed Packet Number the deed is being created for.
Archived Whether the deed record has been archived. Selecting this check box signifies that the deed record is archived.
  1. Click Save.

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To add a location to a deed record:

  1. Search for and open the relevant deed record.

  2. Click the Add Location option in the Tasks panel.

    Add Location option

    The Select Location window is displayed.

    Select Location window

  3. Enter the relevant details.

The fields on the Select Location window are described in the following table.

This field Holds this information...
Location The location of the deed. Click the Location button to display the Select location window, and then navigate to the relevant location.
Location Area The area of the location. This is taken from the location record and cannot be edited.
Allocated Percentage

The percentage of the location area to be allocated to the deed. The number of decimal places in this field is specified in the Deed Item Allocated Percentage - Decimal Places setting (accessed by navigating to Tools > System Options and then clicking the System Options button).

Note: Editing this field changes the Allocated Area field automatically and vice versa.
Allocated Area

The area of the location area to be allocated to the deed.

Note: Editing this field changes the Allocated Percentage field automatically and vice versa.

  1. Click OK.

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To add an acquisition to a deed record, search for and open the relevant deed record and then click the Add Acquisition option in the Tasks panel.

Add Acquisition option

Refer to Add or edit an acquisition for further information.

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To add an asset or system to a deed record:

  1. Search for and open the relevant deed record.

  2. Click the Add Asset/System option in the Tasks panel.

    Add Asset/System option

    The Asset Selector window is displayed.

    Asset Selector window

  3. Enter the relevant details. All fields are optional, but at least one must be populated to display any results.

The fields on the Asset Selector window are described in the following table.

This field Holds this information...
Location The location of the asset/system. Click the Location button to display the Select location window and select the relevant location.
Ownership The owner of the asset/system. Click the Ownership button to display the Select business unit window and select the owning business unit.
What type of item The type of item. This defaults to Asset and cannot be edited.

  1. Select the relevant check box(es) and then click Apply then Close.

    Apply and Close buttons

    The Deed Item List is displayed and the asset(s) are included.

    Deed Item List

    Note: You can delete a record by selecting it and clicking the Delete button.

    Delete button

    This screen can also be accessed by clicking the Deed Item(s) option in the Associated Items panel.

    Deed Item(s) option

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To add a unit to a deed record:

  1. Search for and open the relevant deed record.

  2. Click the Add Unit option in the Tasks panel.

    Add Unit option

    The Select Unit window is displayed.

    Select Unit window

  3. Select the relevant unit and then click OK.

    The unit is then added.

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To add a disposal to a deed record, search for and open the relevant deed record and then click the Add Disposal option in the Tasks panel.

Add Disposal option

Refer to Add or edit an disposal for further information.

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Refer to Deed Reference Data for further information.

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Refer to Manage Notes for further information.

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Refer to Use Attribute Manager for further information.

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