TABLE OF CONTENTS. Types of Fields Editing Maintainable Fields Common Fields Navigating Through IAS... 16

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1 TABLE OF CONTENTS IAS 4.0 Introduction to IAS User Guide Logging On To IAS... 1 Screen Identifiers... 4 Security... 6 Changing Your Password... 7 Changing Screen Colors... 8 IAS Fields And Pop-Ups Types of Fields Editing Maintainable Fields Common Fields Navigating Through IAS Screens with Multiple Pages Toolbar Buttons Pull-Down Menus Locating a Record Using the [GoTo] Feature Exiting a Screen The Help Menu Querying Tips Oracle Query And Update Modes Performing a General Query of Data Querying to Get a Parcel ID Number by Property Address Querying to Get a Parcel ID Number by Owner Name Changing Data Working With Records Copying a Previous Record Permanently Deleting a Record Handling Errors User Messages Other Helpful Messages Date Formats in IAS Multiple Year Processing General Reminders /22/2014 Tyler Technologies i

2 Logging Off IAS Using IAS Online Help Topics Accessing the Help Topics home page Accessing the Help Topic for the screen you are using Printing help pages from your browser Searching for a phrase in a displayed topic Searching for a screen by keyword Accessing administrator information IAS 4.0 INTERFACE COMMAND SUMMARY ii Tyler Technologies 4/22/2014

3 IAS User Guide Release IAS 4.0 Introduction to IAS LOGGING ON TO IAS When you double-click the IAS icon on your Windows desktop, the IAS welcome screen displays. Figure 1. The IAS Welcome Screen 4/22/2014 Tyler Technologies 1

4 Introduction to IAS IAS User Guide Release IAS 4.0 Follow these steps to log on. 1. Click [OK] on the welcome screen. The IAS Main Menu will display. Figure 2. IAS Main Menu Screen 2. Look at the default year displayed in the Tax Year field. If you wish to view or update records of another year, enter the tax year in this field. (You only need to enter this if the year you want is different from the default year.) 3. Press the [Tab] key to move to the User ID field. 4. Log on to the system using the User ID and Password provided by your System Administrator. In the lower right corner of the IAS Main Menu, enter the alpha and numeric designation of the screen to which you want to go (see Screen Identifiers later in this chapter), and click the [GoTo] button. Note: The Go To screen can be set to a screen of your jurisdiction s 2 Tyler Technologies 4/22/2014

5 IAS User Guide Release IAS 4.0 Introduction to IAS choice. System default is AA00, as shown. If you are not sure of the screen designation, double-click on the button of the IAS module you wish to enter. For example, if you double-click the CAMA button on the Main Menu, you will see a listing of CAMA screens. The screens listed under the Options column correspond to the Menu selected (bolded) under the Menu column. Double-clicking a screen listed under the Options column will take you directly to that screen. Figure 3. CAMA Main Menu, CA00 The menus and commands listed on your Main Menu will depend on the set of menus and options that were installed and modified by your local System Administrator. Once you have logged onto the system, you can access any screen for which you have security clearance to enter. 4/22/2014 Tyler Technologies 3

6 Introduction to IAS IAS User Guide Release IAS 4.0 SCREEN IDENTIFIERS Each screen in IAS has a four-position screen name or screen identifier. The first two positions are alphabetic and refer to the function of the screen. Table 1 List of Alphabetic Positions of Screen Names ALPHABETIC POSITIONS AA AB AN AR BL CA CV DQ DT ES EX FF FL FM HM HT IE LP MH MK NR OG PP PY RT SA ST SY TX SCREEN FUNCTION Assessment Administration Abstract Animal Registration Adders/Remitters Adjustments) Bills (Tax Bills) CAMA Conveyance Delinquent Tax Claim Escrow Exemption Forfeited Land Forest Land Soil Management Homestead Exemptions Hearing Tracking Income and Expense Land Pricing Manufactured Homes Market Valuation Natural Resources Oil and Gas Personal Property Payments Rates (Tax Rates) Special Assessment Settlement System Administration Tax Files (Treasurer) 4 Tyler Technologies 4/22/2014

7 IAS User Guide Release IAS 4.0 Introduction to IAS The last two positions of the screen name are numeric and reflect the number of the screen within the function group. Table 2 List of Numeric Positions of Screen Names NUMERIC POSITIONS Inquiry Maintenance Table Maintenance SCREEN FUNCTION Batch processing, print handling NUMERIC POSITIONS SCREEN FUNCTION Security, Passwords, Lists of Values (Utilities) A complete screen designation looks like the examples shown in the following table. Table 3 Examples of Complete Screen Designation IDENTIFIER AA12 CA45 SCREEN Legal Data Maintenance CAMA Table Maintenance Once you have moved past the Main Menu, you may move to the screen of your choice in one of three ways: 5. In the upper right corner of any screen, enter the alpha and numeric screen designation and click the [GoTo] button. 6. Use the CAMA and Asmt Admin pull-down menus to select the screen to which you d like to go. 7. After saving, click the [Exit] icon and the appropriate [Exit] buttons in the bottom right corners of subsequent screens to return to the Main Menu. Double-click the items in the Menu and Options columns to which you would like to go. (Note that this method involves the most clicks and is therefore the least efficient way to change screens.) 4/22/2014 Tyler Technologies 5

8 Introduction to IAS IAS User Guide Release IAS 4.0 SECURITY Security is controlled at several levels. You may not be able to access some of the screens in the system or you may only be able to query the data on the screen without changing it. You may also be allowed to change the data for some tax years but not for others. Generally, the cursor will not move to the fields that you are not allowed to change. Additional information on getting around in IAS may be found in the next section. 6 Tyler Technologies 4/22/2014

9 IAS User Guide Release IAS 4.0 Introduction to IAS CHANGING YOUR PASSWORD SY99, Change Password screen, is where you can easily change your password for the IAS System. Figure 4. Change Password Screen, SY99 1. Enter your Old Password. (Your User Name should appear in the top field.) Press Tab to go to the next field. 2. Enter your New Password, and press Tab to go to the next field. 3. Enter your new password again in the Confirm New Password field and press Tab again. 4. A message will appear asking if you are sure you want to change your password. Click OK to confirm your change in password. A message will display confirming that your password has been changed. 4/22/2014 Tyler Technologies 7

10 Introduction to IAS IAS User Guide Release IAS 4.0 CHANGING SCREEN COLORS Using the SY93 screen, you can select the background, foreground, column, and audit colors that will display on your screen. Audit colors indicate any changes that were made by the last person who worked in the record. You can also access SY93 by any user by selecting Colors from the Special pull-down menu. Figure 5. Screen Colors 1. Select Colors from the Special pull-down menu or [GoTo] SY93, Colors Screen. 2. Click the Background radio button. 3. Click on the color desired for your background. 4. Click the [Accept] button. 5. Click the Foreground radio button. 6. Click on the color desired for your foreground. 7. Click the [Accept] button. 8 Tyler Technologies 4/22/2014

11 IAS User Guide Release IAS 4.0 Introduction to IAS 8. To change the Audit Display or Column Colors, click the button for each color you want and click the [Accept] button after each selection. 9. Click the [Exit] button on the toolbar or the X in the upper right corner of SY The system will take you to the Main Menu screen. Either click the [GoTo] button or type the screen you want to go to next. 4/22/2014 Tyler Technologies 9

12 Introduction to IAS IAS User Guide Release IAS 4.0 IAS FIELDS AND POP-UPS Types of Fields Integrated Assessment System has two types of fields, some of which are common across many IAS screens. There are also two types of pop-up lists and some special methods of editing fields. The way you enter or edit data in a field and how the fields are displayed all depend on the type of field. The types of fields are as follows: Maintainable fields can be edited by simply selecting the field and entering the new information. NOTE: It is necessary to leave the query mode before attempting to change any data on a screen. Click the Cancel Query icon leave Query Mode. Non-maintainable and calculated fields are display-only fields (not accessible). These fields are usually skipped as you move from field to field. The fields that are not maintainable are generally displayed for information only and are not meant to be changed. to Editing Maintainable Fields For maintainable fields, the method by which to enter or edit data depends on the field s classification. The classification of the field depends on the editing requirements. Following are the classifications of maintainable fields: Keyboard Enterable Data. Most fields in IAS allow data to be entered simply by using the keyboard to type directly into the field. Radio Buttons. Fields with only two or three choices may have radio buttons for selection. Radio buttons can turn a field off or on by being clicked with the mouse. When a button is turned on, a dot appears inside the radio button like this:. List of Values (LOV). Fields with a predefined set of valid values have a List of Values button located next to an input field. Clicking the LOV elicits a box showing a list of values. 10 Tyler Technologies 4/22/2014

13 IAS User Guide Release IAS 4.0 Introduction to IAS Figure 6. Value Methods List of Values 4/22/2014 Tyler Technologies 11

14 Introduction to IAS IAS User Guide Release IAS 4.0 Figure 7. Structure Codes List of Values Figure 8. Story Heights List of Values Lists of Values are different from a regular data entry screen. An LOV is considered part of the screen from which it is accessed. An LOV displays valid values and descriptions in a pick list from which you may select. Rather than scroll down through a lengthy list of choices, you may perform a search to jumpto the information you desire by following these steps: 1. Enter your search criteria (and a wildcard, if desired) in the Find box. 2. Click the [Find] button in the bottom left corner. 3. The data that you queried for will be selected (highlighted) in the box. Click [OK] or press Enter. Your selection (or the code for your selection) will appear in the field related to the LOV. The following figure, for example, is the list of values that appears when you click the LOV button beside the Valuation Method 12 Tyler Technologies 4/22/2014

15 IAS User Guide Release IAS 4.0 Introduction to IAS field on CA21. Figure 9. Value Methods List of Values 4. After making your selection and pressing Enter (or clicking OK), a C will appear in the Valuation Method field because Condo Valuation is selected. 5. Click the [Cancel] button if you wish to return to the parent screen without making a selection. The items listed in LOVs are entered on various tables in IAS. The LOV title bar displays the LOV name, the screen where it originates, and the table and field where you would go to update the items listed. For example, the title bar in the Story Heights LOV shows that you would go to the CA42 RCFACT table to maintain this list of values. Figure 10. Story Heights List of Values 4/22/2014 Tyler Technologies 13

16 Introduction to IAS IAS User Guide Release IAS 4.0 Common Fields System Title Screen Title Bar IAS has several fields that appear on every maintenance screen. These fields give you information about the current session as well as information about the current record. The table on the following page itemizes the types of information you will see in the upper third portion of most screens, including the system title bar and the screen title bar. Figure 11. Top of Screen Showing Common Fields 14 Tyler Technologies 4/22/2014

17 IAS User Guide Release IAS 4.0 Introduction to IAS Field Descriptions FIELD User ID (in system title bar) Date (in system title bar) Time (in system title bar) DESCRIPTION Identifies the person who is currently logged in to the system (e.g., JPP). The current or system date. The current or system time. Permission Indicator (in system title bar) Go To (in system title bar) Screen Name and Number (in screen title bar) Screen Version Number (in screen title bar) Indicates the user s permission. U = Update, I = Inquiry. The next logical screen within a module that is accessible. The screen s title and number (e.g., FM12). The version of the screen (e.g., ). Owner Information (in screen title bar) County Parcel ID Alternate ID Spec Flag Updated or User or Calc Tax Year Version Cur The parcel s owner name (or No Owner Info displays). The jurisdiction number (this is a user-defined label). Identification numbers assigned to the subject parcel(s). The optional identification number assigned to the subject parcel. Special Processing flag; appears on most screens; accessible only if the record is flagged. The status of the record, the user ID of the person or program that last maintained the selected record, and the date and time the record was last updated. The status of the record, the user ID of the person or program that last updated the record, and the date of the most recent modifications are displayed. Note: Status may not always be displayed; some screens only display the user ID, date, and time. The year of the record you are currently updating or viewing. The version number of the record. The current flag is displayed for the subject record. A Y indicates that the record is current; D the record is currently deactivated; and N the record is not current. On a multiple-record screen, you may query all Current Records by using the wildcard (%) in the Cur field. Deactivate The date that the record was deactivated (if applicable). 4/22/2014 Tyler Technologies 15

18 Introduction to IAS IAS User Guide Release IAS 4.0 NAVIGATING THROUGH IAS The Graphical User Interface (GUI) of IAS makes it an intuitive, userfriendly application that is fast, accurate, and easy to use. Screens with several pages, more than one view, the IAS toolbar, and several pull-down menus are just a few of the user-friendly features. Screens with Multiple Pages Many screens within IAS have multiple pages or views. These different pages allow for information on the screen to be logically organized and easier to view. To select another page, simply click the button that corresponds to the page you wish to see. You can easily toggle back and forth between pages by selecting the corresponding buttons. The following figure illustrates a screen with five pages: Parcels, Owner, Legal, Values, and Sales. In this example the Parcels page is in view, indicated by the bolded Parcels label. Figure 12. Example of a Screen with Five Pages Some screens also have two views that you can switch between. To select either Single or Multiple Record View, simply select the radio button that corresponds to the view you wish to see. Radio buttons turn a view off or on when clicked. When you turn on a view in IAS, a dot will appear in the circle corresponding to the view you ve turned on. The following figures illustrate screens with two views: Single Record View and Multiple Record View. 16 Tyler Technologies 4/22/2014

19 IAS User Guide Release IAS 4.0 Introduction to IAS Figure 13. Example of CA24, Single Record View Figure 14. Example of CA24, Multiple Record View 4/22/2014 Tyler Technologies 17

20 Introduction to IAS IAS User Guide Release IAS 4.0 Toolbar Buttons The IAS toolbar contains several buttons that will allow you to perform tasks more quickly and navigate more easily. The buttons will display on every screen and work the same on every screen. Simply click a button to execute its command. There are also some buttons that are specific to certain screens. These buttons are described in greater detail under the corresponding screen descriptions in other chapters of the IAS User s Guide. The following figure illustrates where the Toolbar is located on the screen. Explanations of the buttons and their functions may be found at the end of this chapter. A special button, some explanation. Toolbar the Audit button, deserves Figure 15. Toolbar Buttons Click the Audit button to see any changes. The Audit button highlights columns that have changed from previous versions and from screen changes that have not been saved. When you click on the Audit button highlights will show up in three colors: The first color that appears indicates database changes. Database changes are changes that have taken place from the previous version. The second color that will appear indicates screen changes. These are changes to the screen that have not been saved. The third color indicates database/screen changes. These are changes that have changed from the previous version then have been changed again on the screen without saving. 18 Tyler Technologies 4/22/2014

21 IAS User Guide Release IAS 4.0 Introduction to IAS Pull-Down Menus IAS uses pull-down menus as an optional way to execute some functions within the system. These menus open from any of the key words located in the pull-down menu. Just click on the key word and the menu opens below. Some menus have sub-menus that pop out to the right of the pulldown menu. To close a pull-down menu, click anywhere away from the menu or press the Alt button. The IAS pull-down menus include a few commands that can only be performed by accessing them from the pull-down menu. An example of such a command is Special Print command on the Special Menu. Therefore, as you work in IAS, you will find yourself using both the toolbar and pull-down menus, as well as some Function keys. Commands for CAMA, AA, and Tax on the pull-down menu are set up on SY94 by a System Administrator and are customizable from one office to another. A table containing a complete listing of various functions and how to execute them (using both mouse and keyboard) may be found at the end of this chapter. The following figure illustrates where the IAS pull-down menu is on the screen. Figure 16. Pull-Down Menu 4/22/2014 Tyler Technologies 19

22 Introduction to IAS IAS User Guide Release IAS 4.0 The following figure illustrates a menu pulled down. Figure 17. Sample Menu Pulled Down 20 Tyler Technologies 4/22/2014

23 IAS User Guide Release IAS 4.0 Introduction to IAS Locating a Record One way to locate a record is by executing a query. This procedure allows you to search for records whose value matches a user-defined string. To use this function, click the [Enter Query] icon. Then enter a string in the Parcel ID field (or any queryable field on the screen), and click the [Execute Query] icon. The first record with an index value equal to the entered string becomes the first record displayed at the top of the list. The following rules apply for using search strings: The string entered will be matched against the current index. You can enter a partial string to search for a record whose first several characters match the entered string. Most screens require a wildcard character %for partial strings. You can use the wildcard character in the query mode. It is the percent sign (%). When querying to find data, you can enter part of the data and a %wildcard. For example, entering S% will retrieve every record that contains data in the corresponding field that begins with S. Likewise, entering %S% will retrieve every record that contains an S anywhere in its identifying number. When you move from one parcel data screen to another, the system remembers the parcel you were looking at and queries that data for you on the new screen. Since the system is a multiple year system, a query by parcel ID alone will retrieve a set of records showing the current status of that parcel for all tax years stored on the database. The most recent data will be displayed first. Clicking the [Next Record] icon or the [Previous Record] icon allows you to scan the data. Each record will show the year or years for which the data is valid. Important Note: You must exit the query mode before working in a screen. You may click the [Exit] icon, click the [Cancel Query] icon, or press Ctrl+q (must be lowercase q) to get out of query mode. 4/22/2014 Tyler Technologies 21

24 Introduction to IAS IAS User Guide Release IAS 4.0 Using the [GoTo] Feature As you become more familiar with IAS, you will probably learn some screen identifiers as discussed in an earlier section of this chapter. For example, when you need to create a new parcel, you ll think, I need to go to screen CA12. You may choose CA12 from the CAMA pull-down menu on the IAS Main Menu, or you might wish to use the [GoTo] feature of IAS. In the upper right corner of most IAS screens, you will find a [GoTo] button followed by two small fields for data entry. If you know the designation of the screen you want to use, simply type the two-letter prefix in the first field. Your cursor will then automatically go to the second field where you can enter the number of the screen. When you click the [GoTo] button, the system will take you directly to the screen you designated. A time-saving feature of IAS is that the next logical screen in the series always appears as the default screen to which you will probably go next. For example, when you are on screen CA12, you will see CA13 in the upper right corner so that you only need to click the [GoTo] button once you have completed your work on CA12. The Go To feature works across the system, so you are not limited to screens within your current module. For example, from CA11, you can go to AA21. With the proper security clearance you can immediately go from one screen to another. However, you may not be able to access some of the screens in the system, or you may only be able to query the data on some screens without changing it. 22 Tyler Technologies 4/22/2014

25 IAS User Guide Release IAS 4.0 Introduction to IAS Exiting a Screen Each time you attempt to exit a screen without first saving your changes, you will be prompted with a dialog box asking if you want to save the data. Once you save the data and exit a screen, you cannot return the data to its original state except by re-displaying the screen and manually changing each field. If you wish to cancel changes made to a screen, simply answer No in the dialog box. Figure 18. Save Option Dialog Box All changes made on the screen will be canceled and you will then exit the screen. If you select Cancel in the dialog box, the request will be canceled and you will exit the screen allowing you to further review or change the data. The Help Menu Selecting Help Topics displays the home page for online help. Selecting Help Context access help for the current IAS screen. If the screen does not have an associated Help topic, links to all other screens in the module are displayed. Selecting Keys shows a list of the function keys available for the current screen. Selecting Display Error provides additional detail for Oracle errors (See Handling Errors below). Selecting Debug when you get an error typically displays a message from Oracle telling you why the error occurred. Selecting Exit allows you to begin exiting IAS. Selecting About IAS identifies your database user, release level, and other information, which may be useful to IAS support staff, if an error is encountered. 4/22/2014 Tyler Technologies 23

26 Introduction to IAS IAS User Guide Release IAS 4.0 QUERYING TIPS Oracle Query And Update Modes Oracle operates in two modes it is either looking for data (called querying the database) or updating data. If you are not in query mode, the system will assume that anything you type is either a change to the existing data or new data to add to the file. When you execute a query, all of the data items that match the conditions you set will be found, and those items, as well as all the data items that are related to them, will be presented so that you may make changes to any or all of the data items. When the queried data records each fill a whole screen, the [Next Record] (the down arrow) will display each next record fully. In Oracle, you can use any data item, or any combination of data items, to find the record you want. This allows you to frame your request to retrieve as many (or as few) sets of data as you wish. Be sure to always go into query mode before keying in your search criteria. To enter query mode, click the Enter Query icon on the IAS toolbar. (This will cause two icons to appear.) After you have entered your criteria, click the Execute Query icon on the toolbar to send the request to the system. You can then cancel the query and exit the query mode by clicking the Cancel Query icon on the toolbar. Oracle maintains a wildcard character for use in the query mode. It is the percent sign (%). When querying to find data, you can enter part of the data and a percent sign wildcard. For example, clicking the Enter Query icon, entering S%, and clicking the Execute Query icon will bring up every record that contains data in the corresponding field that begins with S. Another feature of Oracle allows you to see in advance how many records your search will retrieve. Selecting Count Hits from the Query pull-down menu before executing the query will tell you how many records will be retrieved. If a query will retrieve more records than you need to see, you may tighten your search criteria to reduce the number of responses to your query. Oracle will not write any change you make to the database until you tell it to do so. When you are satisfied with your new data, click the Save Changes icon on the toolbar. If you forget to save the changes, Oracle will remind you when you attempt to change screens or query the next record by displaying the question, Do you want to save the changes you 24 Tyler Technologies 4/22/2014

27 IAS User Guide Release IAS 4.0 Introduction to IAS have made? in a pop-up message box. If you do wish to save, click the Yes button. If you do not wish to save, click the No button. If you want to return to the previous activity, click Cancel. From the Help pull-down menu, the Help function will give you information about the screen you are using. Clicking the List of Values button beside a field will give you a list of valid values for the field in which the cursor rests. The following figure provides an example of a screen with Lists of Values buttons. Choosing Display Error from the Help menu provides helpful information if Oracle has an error. Use this key to get more information if the system displays a message indicating that an Oracle error has occurred. Figure 19. Example Screen with List of Values Buttons Please note that the Help functions will not work while you are in query mode. 4/22/2014 Tyler Technologies 25

28 Introduction to IAS IAS User Guide Release IAS 4.0 You may not change screens directly from the query mode. You must first exit the query mode by clicking the Exit icon or the Cancel Query icon on the toolbar. Then enter the next screen you wish to go to and click the [GoTo] button (see Navigating Through IAS later in this chapter). Clicking the [Exit] icon will cancel queries, exit the system, or return you to a previous screen, depending upon what you are doing. To leave the system, click [Exit] and answer the question, Do you want to save the changes you have made? if it appears. If you click Yes, your changes will be saved just as if you had clicked the [Save] button. If you answer No, your changes will be abandoned. Performing a General Query of Data 1. Click the [Enter Query] icon on the far left end of the IAS toolbar. 2. Enter the data you wish to find. Remember that you may use the Oracle wildcard character (%) to stand for unknown data (see Locating a Record earlier in this chapter). 3. Click the [Execute Query] icon. Use the [Next Record] or [Previous Record] icons to scroll through the retrieved records. The record count in the bottom left corner of the screen tells you how many records were retrieved and which record you are on. 4. Click the [Cancel Query] icon or press Ctrl + q (must be lowercase q) to get out of query mode if no records were retrieved. Querying to Get a Parcel ID Number by Property Address 1. [GoTo] AA05, the Master Index screen. 2. Click the [Enter Query] icon. 3. Enter all or part of the Address. NOTE: The wildcard character is not required here for partial strings. Hint: To query on a street name that contains an apostrophe (e.g., Hunter s Lake Drive), you must enter two single quotes where the apostrophe would fall in the name. For example, entering H% % (two single quotes, not one double) would retrieve every property location that begins with an H and contains an apostrophe. 4. Click the [Execute Query] icon. 26 Tyler Technologies 4/22/2014

29 IAS User Guide Release IAS 4.0 Introduction to IAS 5. Make sure the address returned is the correct address. If it is not, click the [Next Record] icon until the correct address appears. 6. Record the Parcel ID number. Querying to Get a Parcel ID Number by Owner Name 1. [GoTo] AA05, the Master Index screen. 2. Click the [Enter Query] icon. 3. Enter all or part of the Owner s name. 4. Click the [Execute Query] icon. 5. Make sure the owner name returned is the correct owner name. If it is not, click the [Next Record] icon until the correct owner name appears. 6. Record the Parcel ID number or transfer to the desired screen with the Parcel ID highlighted. Changing Data 1. Execute the query as previously described. Be sure the correct parcel was retrieved before beginning to maintain the data. If you are inserting a new record, you will need to exit the query mode. 2. Enter the changes to the data. 3. Click the [Save] icon to write the changes to the database. 4/22/2014 Tyler Technologies 27

30 Introduction to IAS IAS User Guide Release IAS 4.0 WORKING WITH RECORDS 1. Execute the query as previously described. Be sure the correct parcel was retrieved before beginning to maintain the data. 2. Click on the appropriate record. To deactivate the record using the current date as the deactivate date, click the [Delete Record] icon, press Shift+F6, or select Remove from the Record pull-down menu. To deactivate using any other date as the deactivate date, position the cursor in the Deactivate field and enter the appropriate date in the MM/DD/YY format. 3. Click the [Save] icon to complete the transaction. 4. Once a record has been deactivated, it can only be accessed by querying with a D or %in the CUR field. Copying a Previous Record Where the records are represented as one line each on a screen (such as CA14, CA22, or CA34), you may duplicate or copy an existing record by performing the following: 1. Execute the query as previously described. Be sure the correct parcel was retrieved before beginning to maintain the data. 2. Highlight the record to be duplicated. 3. Select Insert from the Record pull-down menu. 4. With your cursor in the new (blank) record, select Duplicate from the Record pull-down menu. 5. Make any necessary changes to the duplicated record. 6. Click the [Save] icon to save the data. Permanently Deleting a Record Note: Always be certain the record you are about to delete is no longer needed, and that it is the correct record to delete. Not all records can be deleted (or deactivated); the system does not allow it. 1. Execute the query as described above. Be sure the correct parcel was retrieved before beginning to maintain the data. 28 Tyler Technologies 4/22/2014

31 IAS User Guide Release IAS 4.0 Introduction to IAS 2. Select Remove from the Record pull-down menu or use the [Delete Record] icon on the toolbar. 3. Click the [Save] icon to save the data. 4/22/2014 Tyler Technologies 29

32 Introduction to IAS IAS User Guide Release IAS 4.0 HANDLING ERRORS Occasionally, you will experience error messages in IAS. The reason for the error will display in the error message pop-up box. In those cases, assistance from the System Administrator is not required. If something has gone wrong with the system or the database, it is useful to have the exact wording of the error when you report it to your System Administrator. Handle the error as instructed on the following pages. 1. While the initial error is displayed on the screen, write down the screen identifier where the error occurred and the error message using the exact wording that appears in the message. You may also print the screen if your system allows it. Figure 20. Sample Oracle error message 2. Click [OK] to close the error message. Then select Display Error from the Help pull-down menu. Generally, additional error information is available about ten percent of the time. 30 Tyler Technologies 4/22/2014

33 IAS User Guide Release IAS 4.0 Introduction to IAS 3. Write down the error information using the exact wording that appears on your screen, or execute a screen print if the system allows. Figure 21. Sample Error Description 4. Write down the steps you had taken that resulted in the error. If you are not sure of the steps, try to reproduce the error, taking notes at each step. 5. Call or fax your System Administrator (or your support desk) to report the error. Then provide them with the screen prints and your notes. 4/22/2014 Tyler Technologies 31

34 Introduction to IAS IAS User Guide Release IAS 4.0 USER MESSAGES Occasionally, you will see messages to aid you in performing IAS tasks. Below are some samples of these messages and possible reasons for their occurrence. Generally, you will not need to contact your System Administrator when receiving these messages. Figure 22. Answer Yes to confirm that you want to go the next form (screen). Answer No or Cancel to stay on current screen and continue working. Figure 23. Results from pressing non-defined function key for this screen, and may indicate that Caps Lock is accidentally turned on. Figure 24. Results from querying on a parcel for which no data could be retrieved. Click OK. Then cancel the query and begin adding a new record. (See Querying Tips for instructions on canceling a query.) 32 Tyler Technologies 4/22/2014

35 IAS User Guide Release IAS 4.0 Introduction to IAS Figure 25. Results from canceling the query above. Figure 26. Results from querying on a parcel for which no data could be retrieved. Click OK. Then cancel the query and begin adding a new record. Change the criteria and re-execute the query. Figure 27. The LOV need entries to be entered on the related tables. Figure 28. Results from pressing F9 in a field where no List of Values is available. 4/22/2014 Tyler Technologies 33

36 Introduction to IAS IAS User Guide Release IAS 4.0 Figure 29. Results from choosing Display Errors from the Help menu. Figure 30. Results from arrowing down to the next line on a multiple line screen, such as CA13, without entering or deleting data on the previous line. Figure 31. Results from entering a screen number not listed in your site s screen table. Figure Tyler Technologies 4/22/2014

37 IAS User Guide Release IAS 4.0 Introduction to IAS During set-up of IAS, your System Administrator did not grant you permission to go to the designated screen. Figure 33. Occurs when a non-base table item or column is used for querying the data. Figure 34. Occurs when a query is made on a detailed block that is related to another master block that does not have a corresponding record or entry. Figure 35. Results from clicking the Previous Record icon or pressing the Page Up key when you are already at the first record retrieved by the query. 4/22/2014 Tyler Technologies 35

38 Introduction to IAS IAS User Guide Release IAS 4.0 Other Helpful Messages In addition to the helpful pop-up user messages, the status bar, located in the bottom left-hand portion of the screen, displays hint messages that may be useful. A few examples are shown below. Displays after you click [Enter Query] icon key). (or F7 function Displays when the cursor is in the [Go To] field. Press Shift + F3 to execute the Next Screen function without advancing the cursor to the [Go To] field. Displays what record you are viewing. Indicates that the system is performing the specified function. Indicates what information needs to be entered in the field where the cursor is currently at rest. 36 Tyler Technologies 4/22/2014

39 IAS User Guide Release IAS 4.0 Introduction to IAS Date Formats in IAS The standard format for date fields in IAS is MMDDYY, with M = month, D = day, and Y = year. However, you may occasionally see a message in the status bar (at the bottom of a screen or in a pop-up message) that mentions MMDDRRRR. This is an Oracle message that indicates Y2K rounding is in effect. In most cases, this message will be overridden in IAS with the MMDDYY message. Figure 36. 4/22/2014 Tyler Technologies 37

40 Introduction to IAS IAS User Guide Release IAS 4.0 MULTIPLE YEAR PROCESSING The Integrated Assessment System is a true multiple year system. The number of years kept online is limited only by what has been entered into the database by data conversion, data entry, or available disk space. Historic data is kept until purged using the batch data management system. When and what to purge is the choice of the site manager. This can range from keeping only one year of everything to keeping all records for fifty years, if desired. Data for future years can be entered at any time as far into the future as desired. The information will be there waiting when the tax year is set or becomes active. This is useful for such data as amortized special assessments where several years of data can be keyed in when created; this allows online query of the future data and can eliminate the yearly data entry cycle. Permission and limits on adding future data is the choice of the site manager. Data is stored in three possible ways: Table Data. Table data is disconnected from the tax year. It includes such data as common name tables, edit tables, and cost tables. Although not tied to a tax year, most table records have a version number. For example, if a parcel is transferred twice in a single tax year, Version 1 of that parcel ID on screen AA11, Real Estate Transfers, would be the first transfer that had taken place during the year. Version 2 would be the later transfer, and would be the version displayed by the system if the current tax year s information were queried. IASrecords the transfer to the current owner. Most activities will use the highest version number on file for the record. Yearly Data. Yearly data is information tied to one particular tax year. This includes data such as tax billing information and payments which changes every year. Other data, such as the tracking of records for splits and transfers, are only tied to the year in which they occur. (The accompanying legal descriptions and name changes, however, carry over to subsequent years.) Yearly data will usually have a sequence number allowing a record of all the changes (payments, splits, etc.) that occur during the year. The sequence number is generally displayed on the data screens as the Version number. Historic Data. Much of the data on the system stays constant for years. Such information as legal description, owner name, and dwelling characteristics may change several times in one year, but 38 Tyler Technologies 4/22/2014

41 IAS User Guide Release IAS 4.0 Introduction to IAS most often stays constant for years at a time. This data is stored by tax year. 4/22/2014 Tyler Technologies 39

42 Introduction to IAS IAS User Guide Release IAS 4.0 GENERAL REMINDERS If you are making a large number of changes, click the [Save] icon to save your work to the database frequently. This is important! If an error occurs, you can lose everything you have done since the last time you saved your work. System messages will periodically appear in the bottom left-hand corner of the IAS screens. These messages will give you information regarding your current entry. For example, if you attempt to enter unsupported data in a field, you will get a message that tells you that you have entered an invalid value. Other information at the bottom of the screen indicates the count or the occurrence of the record queried or the total count, whether the field your cursor is in has a relative Help list, and whether a next or previous record exists and has been retrieved. Some fields trigger a helpful message relative to field data. 40 Tyler Technologies 4/22/2014

43 IAS User Guide Release IAS 4.0 Introduction to IAS LOGGING OFF IAS 1. Click the [Exit] icon until you return to the IAS Main Menu. You may have to accept or clear your last transaction and click the [Exit] icon again until you are out of the current menu. Exiting from the Main Menu will return you to the Welcome screen. To gain access to the system again, you will need to re-enter your User ID and Password. 2. To exit IAS, click the [QUIT] button. This will shut down the database and return you to the Windows desktop. Exit Windows before attempting to turn off your computer. 4/22/2014 Tyler Technologies 41

44 Introduction to IAS IAS User Guide Release IAS 4.0 USING IAS ONLINE HELP TOPICS IAS4 Help Topics opens Internet Explorer on your PC and displays links to information on report run guides, screens, documents, processes, and introductory topics that include command shortcuts. Click any of the links to access help topics in that category. Accessing the Help Topics home page Select Help Topics from the Help menu. Accessing the Help Topic for the screen you are using There are three ways to display the Help Topic for an IAS screen you are using: Click the button. Press the F1 key. Select Context Help from the Help menu. Please note: Screens that are not used by many jurisdictions are not documented. For those screens, a list showing all documented screens in the current module is displayed. Printing help pages from your browser In cases where the entire web page does not fit on the printed sheet, use File/Page Setup to reduce the left and right margins and/or change the printer properties by setting the print size to less than 100%. Because a topic is either displayed as a web page or an Adobe Acrobat file, use one of the following search methods to display a place where you can enter your search phrase: Web page (HTM): Press the Ctrl+F key, or, from the Edit menu, select Find (on This Page). Acrobat file (PDF): RIGHT-click your mouse. Then click Search from the displayed selections Searching for a phrase in a displayed topic DO NOT CLICK SEARCH on the Internet Explorer toolbar. This is for searching the entire web. 42 Tyler Technologies 4/22/2014

45 IAS User Guide Release IAS 4.0 Introduction to IAS Because a topic is either displayed as a web page or an Adobe Acrobat file, use one of the following search methods to display a place where you can enter your search phrase: Web page (HTM): Press the Ctrl+F key, or, from the Edit menu, select Find (on This Page). Acrobat file (PDF): RIGHT-click your mouse. Then click Search from the displayed selections. Searching for a screen by keyword You can locate and examine IAS screens associated with a keyword. 1. Click Screens then click keyword in the button on the right of the screen. A new window opens with two frames on the left that allow you to drill down to the screens associated with a selected keyword that are displayed in the right frame. 2. In the top left frame, click the first letter of the keyword. For example, to find the screens associated with condominiums, click the C. Keywords beginning with the selected letter are displayed in the bottom left frame. 3. In the bottom left frame, scroll down, if necessary, and click the desired keyword. For example, click CONDOMINIUM. Screens associated with the selected keyword are displayed in the right frame of the page. 4. In the right frame, scroll down, if necessary, to identify all listed screens. For example, CA17 is listed for CONDOMINIUM. 5. Click the screen ID. For example, click CA17. A new window describing the screen is displayed. Accessing administrator information Refer to the Release Notes. 4/22/2014 Tyler Technologies 43

46 Introduction to IAS IAS User Guide Release IAS 4.0 IAS 4.0 INTERFACE COMMAND SUMMARY 44 Tyler Technologies 4/22/2014

47 IAS 4.0 INTERFACE COMMAND SUMMARY COMMAND Function Key Toolbar Button Conditions/Restrictions/Comments Pull-down Menu Accept changes F10 Saves changes Audit Highlights various changes Special/ Show Audit Calculate Shift+F5 Values are calculated from data and relative rates; see User s Guide for special calculations that occur on screen CA11 Cancel Ctrl+q Must enter lowercase q (i.e., Caps Lock must be turned off) Special/ Calc Cancel query Ctrl+q Query/ Cancel Change IAS screen colors Special/ Color Clear field Ctrl+u Can also use Delete (when data is highlighted) or Backspace Clear record Clears all data from record Record/ Clear Commit changes to system F10 Saves changes Count query hits Shift+F2 When used after entering the query, shows the number of records that will display before you execute the query (must be in query mode and must do before executing query) Query/ count Hits Deactivate record Shift+F6 Enters the deactivation date on the highlighted line record Record/ Remove Delete Backspace When data is highlighted Delete character Delete When data is highlighted Display alternate owner(s) Special/ Alternate Owner Names Display alternate addresses Special/ Alternate Address Display alternate IDs Special/ Alternate ID Display error Shift+F1 Helpful when you encounter errors Help/ display Error Display exemptions Special/ Exemptions Display function keys Ctrl+F1 Help/ Keys Display history Display sales history Duplicate a field Duplicate a record F3 F4 Takes you to the corresponding screen that will access all previous versions Appears only on certain screens, primarily in CAMA. A Sale Key field displays in the upper left portion of the screen after you click this button. When used after inserting a record (F6), duplicates the data from the field directly above your current field When used after inserting a record (F6), duplicates the data from the entire record directly above your current record Record/ Duplicate Enter query F7 Permits you to enter a query Query/ Enter Execute query F8 Query/ execute Exit system Fetch next set of data that matches current query criteria Ctrl+q Returns to the previous function without action or returns to the system menu or last accessed subsystem menu; if using keyboard, you must enter a lowercase q (Caps Lock must be turned off); if in query mode, the first Ctrl+q or click of the toolbar button cancels the query Command can be used only when in query mode Help/ exit Query/ Fetch next set Integrated Assessment System (IAS) 4.0 Tyler Technologies Copyright 2005

48 COMMAND Function Key Toolbar Button Conditions/Restrictions/Comments Go To Enter Takes you directly to the designated screen Go to first record Go to next block Go to next field Tab Moves cursor to the first record when the records are one line each (e.g., CA22) or brings the first record to your screen when one whole screen of data is a record Moves the cursor to the next block of data Pull-down Menu CAMA, Asmt Admin, or Tax Admn Record/ First Go to next record Down arrow ( ) Moves the cursor to the next record Record/ Next Go to last record Moves the cursor to the last record Record/ Last Go to next screen Shift+F3 Can be used in place of clicking the [Go To] button Go to previous block Moves the cursor to the previous block of data Go to previous field Shift+Tab Moves cursor to previous field Go to previous record Up arrow ( ) Moves cursor to the previous record when the records are one line each (e.g., CA22) or brings the previous record to your screen when one whole screen of data is a record Record/ Previous Help F1 Help/ Context Help Insert/Create record F6 Record/ Insert List field values F9 With cursor in Zip Code field, displays the table from which you can query any Zip Code in the USA; also displays a List of Values for the field where your cursor currently resides. Displays when you do not have permission to update a Special Flagged parcel; Lock must have supervisory privileges to update in CAMA (Use drop-down menu to lock Record/ lock a record) Print On-Demand Displays when a report has been set up to run from a specific IAS screen. Click the icon to begin run report sequence. Print report Prints reports for that screen Special/ Print Special Print screen Shift+F8 Prints the current screen Query using criteria from last query Save changes Toggle page Toggle view Year F10 Ctrl+Page Up or Ctrl+Page Down Shift+F7 Allows you to move to the first changeable block of the previous or subsequent page On certain screens, such as CA13, allows you to toggle between single and multiple record views Updates made to a record trigger a change of color in the icon from black to red when a parcel record exists for a future year. This is a reminder to change the future year record as well, if required (displayed when the Yr icon is clicked). Query/ Last criteria Integrated Assessment System (IAS) 4.0 Tyler Technologies Copyright 2005