Deed Processing Quick Helps

Entering Deeds into Capture

Before a deed can be processed, it must be entered to Capture. There are two ways a deed can be entered, Manual Entry or by being imported from the Probate Office - this will happen by a nightly run job.

Assigning Deeds

Capture has designated a location for all unassigned deeds, in order to streamline the deed process.  From the list of unassigned deeds, the user can quickly select which deeds to assign, and to whom those deeds will be assigned. Before the user is able to work through the deed process, deeds must first be assigned to the correct user in Capture from the Unassigned Deeds screen.  

Regular Deed Processing

The assessment department is responsible for processing ownership and sales changes. The property owner (grantor) grants a parcel to another person or persons (grantee). This is often, but not always, done through a sale. When a sale occurs, a deed will contain information about the sale. This information includes the sale price and sales date that is used for appraisal analysis.

Mapping Deed Processing

The mapping department defines the boundaries of a parcel based on the legal description listed in the deed. The county gathers deed information from the Deed Register and deeds brought in by taxpayers. To ensure accuracy, mappers must pay close attention to what changes are indicated on the deed and then properly translate that information into Capture.

Merging Parcels

Legal changes may exist that require the user to merge two or more parcels. To merge a parcel, open the Deed Dashboard, which provides a centralized location to perform a variety of deed related tasks.  Not only can deed information be accessed but parcels can be searched to perform a merge.

Splitting Parcels

Legal changes may exist that require the user to split parcels into multiple smaller parcels. To split a parcel, open the Deed Dashboard, which provides a centralized location to perform a variety of deed related tasks.  Not only can deed information be accessed but parcels can be searched to perform a split.

Reopening Cases

There are instances where Deeds that have been completed and closed may need to be reopened for any amount of reasons in order to make any necessary changes. In Capture, the user can reopen the case from the Cases tab on the Deed Information Dashboard.

Agricultural Use Removed Flag

In Capture, agricultural use can be applied either to whole land items or to parts of those land items. Because agricultural use may be removed and later added back to the same area, Capture will create an automatic flag when the Agricultural checkbox is empty.

Navigating Deed Related Pages

After the parcel actions of a deed have been marked, users have the ability to view those deeds based on the category from the Deeds tab on the main workspace. Capture provides the user with a variety of ways to filter deeds according to the criteria one wishes to highlight .