Property and Stewardship Site Group

While you can (and should!) group properties which are managed together as stewardship sites in order to streamline management activities, you can also group them using the 'group' function. This can be very useful in reporting, and for making explicit the relationship of one property record to other holdings or acquisitions. It's up to you to decide what way is most useful for you to group properties. A property may only be a part of one group. Assets that belong to properties in the same group can be easily seen from any member property. Stewardship sites have their own groups, which work in the same way as property groups. You may want to group stewardship sites together in monitoring units, for instance, so that monitors can easily see all of the properties in a single monitoring unit.


To add a property to an existing group or create a new group by pairing one property with another, navigate to the property record and select the 'group' icon on the side panel, then click 'Add to Group':

 

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If you haven't yet created a group for the set of properties, select 'Create group with another property', then search for the record you'd like to pair the property with in the search box and select it, then click 'OK':

 

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You will be prompted to give the new group a name. Select a name which will enable you to differentiate it from the component property records, then click 'OK':

 

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Each component property record will now display the group information at the top of the property page. So, in the example above, both MacDougal easements will display the following information at the top of the page:

 

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Clicking on this header will open the group panel, which displays all of the summary information for the group, including the status, interest, and size of each component property:

 

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If you want to add more properties to the group, you'll need to navigate to those properties and add them from each record.

Remember that there are existing fields and functions to allow you to tag and bundle properties for other purposes, and the group function should only be used in certain instances. For grouping properties by area, for example use the 'Project Area' field in the parcel record. For grouping properties by category (like 'Terrafirma Insured' or 'Co-held') use 'Category'. Properties can also be grouped into stewardship sites for comprehensive tracking of management activities. Learn more about property records here or walk through how to create a new property record from scratch here. Stewardship sites can also be grouped for comprehensive tracking of management activities.

 

Groups in Views

As you begin to use groups to count and sort property records and stewardship site groups, there may be instances where you want to count group acres or the total number of groups group rather than property acres or the number of properties. For example, say you protect multiple properties with multiple easements over time, but you want to report those multiple acquisitions as a single 'thing'. You can group all of those properties together and then report everything out at the group level, rather than the property level.  The 'Property Groups' and the 'Stewardship Site Groups' category of views allow to do this.

If you want to list all of your existing property or stewardship site groups in a view, you can do so by creating a new view and selecting 'Property Groups'/'Stewardship Site Groups' as the category:

 

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This gives you a list of all of your groups, where you are able to see group-specific fields like member count (the number of members in a group), member size (the total number of acres in a group), and countable size (the total number of countable acres in a group, which is useful if certain properties are disposed).

 

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Note that all properties belong to their own group until you pair them with another property and create a larger group. Creating a list of groups with more than one member can be done using the view query function. Don't forget that you can save this view for later use if you need to.

 

Group Assets

You can see the assets of all member property records by clicking on 'Show Group Assets' from any member property's assets tab: 

 

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This will also display any documents contained in those shared assets in the 'All Documents' tab.

 

Property/Stewardship Site Group Map Layer

The 'Grouped Record Boundaries' layer displays all other grouped property or stewardship site boundaries. It is an automatic layer, meaning that the geography is inherited from its component parts, and in order to edit the geography of the layer you'll need to edit the geography of the group member property parcels.

 

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Examples of when you might want to use property or stewardship site groups:

1)  You have an active property record and want to indicate that the acquisition is intended to be a part of the 'Mountain Park' Fee holding that you already manage. If it doesn't already exist, you could create a 'Mountain Park' Group, update your current holdings to be a part of that group, and then add your active property record to that group as well.

 

2) Your organization is placing an amendment on a property and wishes to track the amendment as a new property record, in order to take advantage of the full set of details a property record can capture (purchase price, appraised value, etc.). You can pair the original property and the new amendment property together in a group so that people can see that the two records are tied together.  When the amendment is completed, you can either dispose of the original property record (if you want the amended property to completely replace the original), or keep both as current holding (if the amendment only represents added acreage). 'Phased' easements can be represented similarly.

 

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3)  Your stewardship staff relies on the grouping of properties into units in order to streamline monitoring. You could use the Stewardship Site 'Group' field to define those management units, and then use those groups to assist in assigning monitoring tasks to staff and volunteers.

 

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