103-UT-004

Country Correction in NA_NAMES (Conversion)
Overview | Making Corrections |

Overview

This process is required for cleaning up the text field used in early versions of Govern for Windows. This field was created for users to specify countries in the NA_NAMES table. Since the field for country names is a text field with no validation, errors may have been made during entries, i.e. no standard format or codes were maintained. When this table is to be used on the Web, validation will occur; users must make a selection from a drop-down menu containing pre-defined countries.

This utility is used to “clean up” old codes that exist by allowing you to associate them with existing countries. The data found in this column are usually Postal codes or Zip codes, or non-standard abbreviations.

Making Corrections

For example, under the Erroneous Country column, we may have an entry of a zip code, we could correct this by associating or “mapping” that entry to the United States.
To correct erroneous country codes…

  1. On the GNA ribbon, select Utilities (tab) > Country Corrections in NA_NAMES table…
  2. The Country Name Correction form appears; under the column marked Erroneous Countries, locate an erroneous code.
  3. Click the line that the code appears under the Corrected Countries column.
  4. Select the country code that it should be mapped to from the drop-down menu.
  5. Click Save to Database to save your correction.
  6. If no mapping is required, or no match can be found for the erroneous country codes, click to select the Replace blank corrected countries with null values option.
  7. Click Save to Database to save your changes.

NOTE: Blank corrected countries are replaced with null characters in the database.

The next time you access this tool only the country codes that have not been matched with a correct country code will be displayed.

GNA User Maintenance

GNA User Maintenance

Overview

The User Maintenance form maintains user data. In this form, new users can be created, their access passwords can be set, or user profiles that are inactive can be removed.
Access rights can be set in the Govern Security Manager (GSM).

To access this form, from the Govern New Administration (GNA)…

  1. Select the System Parameters tab in the GNA ribbon.
  2. Click to select User Maintenance..

User Maintenance command buttons

Browsing User Records: In the User Maintenance form, the list of existing user profiles can be seen on the left hand side (LHS). Creating a User: Click New to clear the form and create a new user profile.

Canceling Changes / Creation of a User: To cancel the creation of a user, click the Cancel Changes icon. This icon is similar to the Create a New Item icon during the creation process. A confirmation message appears if there are any unsaved modifications.

Saving a User Record: Click Save the Current Item to save a new user profile or modifications to an existing one.

Deleting a User: Click Remove the Current Item to remove the current user record.

Read More...

User Maintenance parameters

These are the parameters that are located in (Table: USR_USERFILE).

ID: This informational field displays the unique user ID (U_ID) of the current record; this information cannot be modified.

Inactive From: Enter the expiration date for the account; i.e. the date after which the account is no longer active. Dates are entered in the following format: DD/MM/YYYY. The date may be entered manually, or the date control can be used. (Table: USR_USERFILE.INACTIVE_DATE)

User ID: The User ID is the user identification required for login. (Table: USR_USERFILE.USR_ID)

Password: Enter the password for the user; passwords will be cloaked, i.e. appear as an asterisk “*” when being entered. This value is encrypted in the database. (Table: USR_USERFILE.PWD)

Name: For this parameter, enter the full name of the user. This field supports up to 32 characters; spaces are included in the count. (Table:
USR_USERFILE.NAME)

Initial: Enter the initials of the user; a maximum of three (3) letters are supported. (Table: USR_USERFILE.INITIAL_NAME)

Email: Enter the email address contact for the user. This e-mail address is used in the Messaging System function within the Permits & Inspections subsystem. (Table: USR_USERFILE.EMAIL)

Any modifications to a record, or creation of a record are presented with the option to Save. Click Yes to accept the changes. When there are Validation issues with the record, the Validation Errors form is presented. Click OK to continue.

 

 

103-SY-004

 

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103-sy-008

Govern Standard Feature – User System Settings Action Button

Overview

The following USER or CASHIER registry parameters are accessible on the active OpenForms by Registry SECTION. The following sections are available to use.

103-cc-parm-User-ui-button.png

103-cc-parm-User-ui-form.png
Click to enlarge

Cash Collection Cashier

The following parameters are available by User ID for the Cash Collection
Section name: [Cash Collection Cashier]
  • Auto-Collapse MCR and Payment Distribution by A/R Detail (Class Code)
  • Show only Accounts with Balance
  • Year to Collect

To be added (see roadmap)

  • Default Real Estate Up to Installment
  • Default Self Reported Tax Period
  • Default Search Style
  • Default Payment Collection Type (cctype) – check, credit …) – CURRENTLY setup in General User Parameters.

Matix Integration

The following parameters are available by User ID to change Application Browser Defaults.

 

 

103-sy-008

 

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GNA Department Maintenance

Department Maintenance

Overview

This form is used to define the profile for each department. This includes the fiscal year used by the department, access to the Govern data entry functions and access to Accounts / Receivable data. This form also contains the Multimedia Parameters and Multimedia Codes.
To access this form, from the Govern New Administration (GNA)…

  1. Select the System Parameters tab in the GNA ribbon.
  2. Click to select Department Maintenance..

Command buttons

Browsing Records: In the Department Maintenance form, the list of existing department profiles can be seen on the left hand side (LHS).
Creating a Department: Click New to clear the form and create a new department profile.
Canceling Changes / Creation of a Department: To cancel the creation of a Department, click Cancel changes icon. This icon is similar to the Create a New Item icon during the creation process. A confirmation message appears if there are any unsaved modifications.
Saving a Department Record: Click Save the Current Item to save a new department profile or modifications to an existing one.
Deleting a Department: Click Remove the Current Item to remove the current department record.

Read More...

General tab parameters

Department Code: This code is used to Identify the department. All links to this department will use this code. All alphanumeric characters are valid.
English Short Description: In the English Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

NOTE: When a Short Description is entered and you click in the Long Description field, it is copied into the Long Description field.

English Long Description: In the English Long Description field, enter a description up to a maximum of 50 characters. French Short Description: In the French Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

French Short Description: In the French Short Description field (or the Short Description field for your first language), enter a description using a maximum of 25 characters.

NOTE: When a Short Description is entered and you click in the Long Description field, it is copied into the Long Description field.

French Long Description: In the French Long Description field, enter a description up to a maximum of 50 characters.
Any modifications to a record, or creation of a record are presented with the option to Save. Click Yes to accept the changes. When there are Validation issues with the record, the Validation Errors form is presented. Click OK to continue.
Fiscal Year: This field will display the fiscal year that the current department will work in; when creating a new department, this will be the fiscal year that the department will be working in.

NOTE: This field must be modified manually when the department changes to a new fiscal year.

Owner as of Month / Plus (+) or Minus (-) Years

The Owner as of Month feature allows you to specify the month that the system will register new owners. For example, the assessor’s office might use the date of March 1 as their annual registration date. This means that if a parcel is sold after March 1 plus a day, i.e. March 2, 3 etc., the previous owner will still be considered as the Owner because they were in possession as of March 1.
Owner as of Month: Specify the (as of) month to be used when creating new property owners.
+ or – Years: Specify the number of years added, or subtracted, from the fiscal year, relative to the last assessment.
For example, if the last assessment was performed in the year 2007, and the current year is 2009, we would enter –2, i.e. (2007-2009 = -2), in the + or – Years parameter.

Modifying the Fiscal Year

To modify the Fiscal Year value, click in the field, select the existing year and overwrite the value.

Privacy / Restrictions for Names

Name Group Code: You can create a Name Sharing Group in order to extend access rights to the name and address records, created by your department, to one or more of the other departments, within your organization.
Use the options in this group to set up access rights for Name and Address records; to do this you need to define the following:
To create a Name Sharing Group…

  1. In the form, enter a code of one or two characters in this field. Then, enter the same code when you set up the other departments in this group.
  2. Select one of the following options to define the access rights for the departments included in the Name Sharing Group and for those outside of it.

The code of the Name Sharing Group and the type of security permissions are displayed on the Name and Address Maintenance function in Govern, unless the records are private to another department. If the name is restricted, it is grayed out and cannot be modified. Similarly, if the address is restricted, it is also grayed out and cannot be modified.

There are four (4) levels of security for name and address records.

  • No Restrictions – There are no restrictions to the Name and Address portions of the records, they can be searched, modified, or deleted. Other users are equally unrestricted.
  • Private Names – Name and Address records, are private to the department or Name Sharing Group, where they were created. Other users can’t search, modify, or delete these names. They can only view them if they are already link to other Govern functions
  • Restricted Names – Names in the Name and Address records are restricted to the department or Name Sharing Group, where they were created. Other users can view the names can’t modify or delete them. They are still able to search for the records and modify the addresses.
  • Restricted Names and Addresses – Both the name and address portions, of the Name and Address records, are restricted to the department or Name Sharing Group where they were created. Other users can perform a search for these records but cannot modify or delete them.

What’s New!

Owner As of Month parameters in GNA

Available in GNA release 6.0.1611.0573
Addition of parameters to allows users to enter the “Owner as of Month” and “+/- Years” in the Govern New Administration (GNA) Department Maintenance form. See documentation below for details.
GNA_Department_Maintenance – Add Owner as of param.pdf

New Features in the Multimedia Codes form

Available in GNA release 6.0.1503
The Multimedia Codes form allows users to define multimedia codes for a department. The multimedia codes provide options for linking various document types to a Property, Name, Permit, Activity, Inspection, Sale, Building or Public Hearing record. The changes now allow the entering of file extensions for documents that are stored in the database, and for image types. (Table: PC_FREE_FORM).

Related Topics

Name & Address Group Security Rules Grid
User Maintenance

Now, We can set the extension for the file extension when the type of document is DB Document. Also, We can do the same for the image stored in database.

 

 

103-SY-003

 

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