Parcels and Properties

It's often the case that organizations will want to be able to track data related to multiple parcels within a single Property record.  For this reason, Landscape has units called parcels which can make up an individual Property.  Parcels are the units which are connected to Contacts, and individual parcels can also be added to their own Stewardship Sites. Parcel geography also defines the overall Property and Stewardship Site boundaries.

For example, imagine that a Property is protected and then a few years later is subdivided into individual parcels.  You would create a new parcel for each subdivision, and each subdivision can now have its own landowner and Stewardship Site which you use to track activity like issues and site visits.  The original record of the acquisition would still exist within the Property, but you'd be able to track new parcel data with the parcel unit.

By default, each Property is made up of one parcel.  The details for this parcel are displayed under 'Parcel Details' on the main property page.  Parcels can be added/amended, divided, deleted, disposed, and merged. 

 

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However, if there are multiple parcels associated with a Property, only a few of the parcel details will be displayed on the main page.  Use the check boxes to the left of the parcels to see the options to add, delete, divide, and dispose:

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How Property Status affects Parcel Manipulation

If a Property has a status of 'Active' or 'Inactive', you can only add more parcels and do not have the option of dividing or amending the existing parcel(s). Once a Property status has been changed to 'Current Holding' or 'Partner Holding' you must amend or divide the existing parcel to change it. 'Disposed' Properties have no options to add, amend, or divide parcels.

 

Adding, Amending, and Dividing Parcels

Adding a parcel adds a brand new parcel to the property.  This option is only available to Properties that have a status of Active or Inactive.  It creates a new, blank parcel.  Once added, it can be given its own geography.  This is the option used most often for creating a new parcel when entering new records.

Amending a parcel is used for keeping track of changes in the acreage of a parcel, either through an actual amendment or some other means. This option is used when you need to a) have a record of the change of acreage of a property or b) acquire additional acreage through an amendment.  Note that if neighboring acreage is acquired as a new interest (new recorded deed or easement) then you should enter a new property record rather than an amendment.

Dividing a parcel is for special cases, like when subdividing a parcel to sell or recording a new landowner.  Dividing a parcel will retain all of the information from the original parcel, which can then be retained or edited.  Once divided, it can be given its own geography.

Adding a Parcel

This option is only available to Properties with a status of 'Active' or 'Inactive'.  From the main property page, click the three dots next to 'Parcel Details' and select 'Add a new parcel'

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You can then fill out the parcel details on the parcels page.  Press the mceclip4.png button to return to the Property page when you're done:

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Amending a Parcel

Amending a parcel should be done when you need to either update the acreage or acquire new acreage on the same interest through amendment or some other means.  A new acquisition (new deed or easement), even if it's with the same landowner, should be tracked with a new Property record, not an amendment.

 

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Click on the three dots next to 'Parcel Details' and select 'Amend Property Parcels'. A message appears saying that an amendment asset will be created for you to modify the existing parcel or add new parcels. Click 'Yes'.  You'll be taken to an Amendment Asset, where you can fill out the details of the amendment.  This article has a complete review of the process.

Dividing a Parcel

You should divide a parcel when the subdivision of an existing parcel occurs.  Dividing a parcel will create a Parcel Division Asset.

Click the three dots next to 'Parcel Details' and click 'Divide this parcel'

 

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A message appears informing you that a subdivision asset will be created. Click 'Yes' to continue.  You'll be taken to a new Parcel Division asset, where you can fill out the details of the subdivision.  When you divide a parcel, you should think of it as just splitting off new pieces. There should be a remaining piece and it will keep the original Stewardship Site.  

The changes to the parcel will not be made permanent until you mark the asset as 'Completed'.  More on tracking subdivisions here.

Deleting a parcel

Deleting a parcel should usually only be done if it was entered accidentally, otherwise you'll want to use the 'dispose' function to retain all the data associated with that parcel. 

If a Property only has one associated parcel, it cannot be deleted (although it can be disposed).  However, if there are multiple parcels, click the check box to the left of the parcel you wish to delete and click the trash can icon to delete it.  You'll be prompted to confirm. Click 'OK'. Note - if the parcel had an associated Stewardship Site, that site will need to be deleted as well.

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Disposing of a parcel

In Landscape, 'disposing' of a parcel means that your organization sold or transferred your interest in the parcel or property.  This is preferable to deleting a parcel because it means you retain the information related to the parcel.  To dispose of a parcel, select the parcel and click the dispose button:

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A message appears letting you know that a Disposition Asset will be created.  This Disposition Asset will reside in the Property Assets page for the associated Property. Click 'OK'.

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Navigate to the Property Assets page and click on the Disposition Asset which was just created.

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Change the status of the disposition to 'Completed'.  A message will appear asking you to confirm.  Click 'OK'.  The 'Ended On' date field will be automatically updated.  

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You can also add approvals, documents, notes, and expenses to the asset. 

When you navigate back to the Property page, you'll see that the parcel has now been marked as 'Disposed' 

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Merging Parcels

If two parcels in a property merge so that you only need to track one parcel instead of two (or three, or four, etc.), you can merge the parcels.  You cannot merge two parcels if they are in different properties.  Select the parcels you want to merge using the checkboxes and then click the mceclip1.png button.   

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A prompt will show, describing the process.  You will need to select a 'parent' parcel to keep. Click 'OK' after you've selected the appropriate parcel:

 

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The two parcels now have merged, and appear as one, with the 'parent' parcel's name.

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