Maintain existing sets

Add set members to a set

You can add one or more set members as needed to a set. You determine which ones belong to a set and how many the set includes. There is no limit to the number of sets to which a record (or a parcel, an address, or a licensed professional) can belong.

Important: A set can contain a maximum of 300 set members.

To add a record to a set

From the Set page, find and open the desired set.
Select the Set member tab.
Select Look up.

Note: If you add a record to a record set, select Look up record.
Enter the search criteria to locate the records, parcels, addresses, or licensed professionals you want to add.

Note: You can add external parcels as set members of a parcel set, or add external addresses as set members of an address set.
Select Submit.
Select each record or object that you want to add to the set.
Select Submit.

Note: You can usually sort set members by any column in the set members list, except that if a parcel set contains external parcels, you can only sort the set members by Parcel #, not by the other columns.

Clone a record within a set

You can create a new record by cloning an existing set record.

To clone a set record

From the Set page, find and open the desired set.
Select the Set member tab.
Select the record that you want to clone. You can clone only one record at a time.
Select Clone.
Specify the number of clones to create.
Select the data elements that you want to copy from the source record to the newly created clone(s).
If you select a data element that allows you to drill down further and select more specific data elements, select the hyperlink provided next to the data element (such as Select) to launch a dialog that allows you to choose which data elements to copy.

Example: If you select the Select link for Conditions of approval, a dialog displays, prompting you to select which conditions to copy both by severity and by condition status.
Do one of the following:
- To select all of the options in a list, select the bolded option at the head of the list.
- To select certain options in a list, clear the bolded option at the head of the list and select only those options you want to copy.
Select OK.
If you select Status or New status, you can use the dropdown list to specify a particular status to copy. Otherwise, leave the dropdown list field blank to copy all status options.

Note: When you select StatusorNew status, Civic Platform enables the Status history option and you can select it as well.
Select Submit.

Note: Civic Platform numbers each cloned record in sequence +1 from the original record.

Edit set name and comments

From the Set page, find and open the desired set.
Edit the fields as needed.
Select Submit.

Delete records from a set

From the Set page, find and open the desired set.
Select the Set member tab.
Select the check box next to each record that you want to remove from the set.
Select Delete.

Change the status in a record set

When you change the status of a set, Civic Platform applies the change to set members simultaneously and also displays the new status on the Status tab for the set.

Note: An agency administrator must enable this feature. Contact your agency administrator with questions.

To change the status of set members

From the Set page, select the Records tab.
Open the set to which you want to apply a change of status.
Select the Status tab.

Complete the required fields and others as needed.

Field	Description
Action by	Use the list menu to select the user who is changing the status for the set.
Action by department	Use the list menu to select the department from which the status request originated.
Comments	Enter any comments regarding the change of status.
New status	Use the list menu to select the status for the set members.
Status date	Enter the date or use the calendar to select the date of the change of status.

Select Save.

View the set status history

Use the Set status history tab on the Set detail page to review and/or track the status history of a set. Civic Platform creates status history records each time there is a status change or a status comment change. The Set Status History is a valuable reference tool for bulk document printing, because it enables you to view the a summary of activity (based on the set status), such as who performed tasks and when.

To view set status history

From the Sets page, open the set from the Records tab that you want to view.
Select the Set status history tab.

Attach documents to a set

You can use the Documents secondary tab on the Set detail page to attach documents, such as receipts for a set payment, to an entire set of records. This ability is separate from the ability to attach documents to records that are members of a set.

Note: If you have a set script that auto-generates a report for the set, Civic Platform saves that report to this tab.

When you attach a document to a set, you use the same process as you use when attaching a document to a record. See Attach files for information about attaching documents to a record or a set.

View record sets

The Set tab on the Record detail page lists the sets for which the current record is a set member. You can search the list and you can view data about the sets such as set ID, set name, set type, the latest set status and set status date, set comments and more. If you select the set ID link for a set, you can access the Set detail page directly.

To access the Set tab for a record

From the Record page, find and open the desired record.
Select the Set tab.
To view set details, open the set you want to see.

Update a task for set records

If you assign a task to the records in a set, you can edit ongoing task details such as record type, status, or responsible department as needed.

To update a task for set records

From the Record page, find and open the desired record.
Select the Status tab.

Update the required fields and others as needed.

Field	Description
Record type	Choose a record type that you want to change its task status.
Task	Choose a task whose status you want to change.
Status from	Use to filter by a former status value.
Status to	Use to filter by a new status value.
Status date	Use to filter by the date when the task reached its current status.
Action by department	Use to filter by the department that last updated the task status.
Action by	Use to filter by the individual who last updated the task status.
Comments	Use to add the comments for the task status update.

Select Save.

Copy set members

You can copy set members from one set to another without impacting the set member list for the source set. When you copy set members, you select a target set, which is the set where you want to add members, then you select a source set, from which you want to copy members. Civic Platform adds all source set members that do not already exist in the target set to the set member list for the target set.

Note: When you copy set members from a source set to a target set, Civic Platform does not remove the set members in the source set. Your source set remains intact.

To copy set members from one set to another

From the Set page, find and open the desired target set.
Hover over the Look up button and select Look up set.
Enter search criteria as needed to locate the source set from which you want to copy set members.
Select Submit.
Select the set that you want to use as your source set.
Select Select.