Manage properties

When you have added properties, you can view, track, and edit them on the Properties page.

 

Find properties

Use the tabs and quick filters, configure your own advanced filter, search, and edit the table columns to find the properties and information you need.

 

Tabs

  • Current: Properties that have not been reported yet.
  • Archived: Properties that have been reported or manually marked as “archived.”
  • All: Both current and archived properties.

 

Quick filters

  • Due: Properties that are dormant and due to be reported during the next reporting cycle.
  • Primary owner states: Select a state from the dropdown.
  • Property codes: Select a property code from the dropdown.
  • Statuses: Select a property status from the dropdown. Read the article on property statuses for details about each status.

Click Remove all filters to remove any quick or advanced filters and show all properties for the tab you are on (Current, Archived, or All).

 

Advanced filter

  1. Click the Filter icon.
  2. Select a field from the Columns dropdown. Select how to filter the field from the Operator dropdown. Then, enter a Value.
  3. Click Add filter to add another custom filter and select if the new filter should have an “and” or “or” relationship to the previous filter. Choosing “And” will only find properties where both filters are true, while choosing “Or” will find properties that fit either filter.
  4. The table automatically updates as you add filters. Click the X next to a filter to remove it or click Remove all to start over.

 

Search

  1. Enter any letters, words, or numbers in the Search bar. The table will automatically update as you type.

 

Columns

Customize which fields are shown on the Properties page.

  1. Click the Columns icon.
  2. Select and deselect the checkboxes next to the column names to add or remove them from the table.
    • Search for a specific column at the top.
    • Click Show/Hide All to view every column in the table. Click it again to hide every column.
    • Click Reset to return the table to the default column selections.
  1. The table will automatically update as you add and remove columns. Click the drag the column headers on the table to rearrange them.

To sort the property data by ascending or descending values in a particular column, click the column header.

 

Download

  1. If you don’t want to download all properties, use the tabs and quick and advanced filters to view only the properties you want to download.
    • The download file will include all columns. The order of the column headers in the file will match how you arrange them on the table. Hidden columns will be included at the end in alphabetical order.
  1. Then, click the Download icon.

 

Edit properties

Follow these steps to manually edit a property.

To edit a lot of properties at once, read the article on bulk editing properties.

  1. On the Properties page, use the filters or search to find the property, then click the property’s row to open the Property details page.
  2. Edit the property and owner details, then click Save.

    The following fields can’t be edited:
    • Due date: The date when the property must be reported to the state. We automatically calculate this for you.
    • Report year: The year the property’s dormancy period ends. We automatically calculate this for you.
    • Report state: The state where the property will be or has been reported. This is based on the property owner’s State/province/territory or Alternate filing state field. If these are unknown or outside of the U.S. or Canada, this is based on your business’s state of incorporation
    • Total amount due: The total value of the property. We automatically calculate this for you based on the Initial amount, Addition amount, and Deduction amount fields.

Read the article on property statuses for details about the Status field.

 

Add additional owners to properties

Follow these steps to manually add an additional owner to a property.

You can also import additional owners using the import template. Read the article on adding properties for more details.

  1. On the Property details page, scroll down and click Add an additional owner.
  2. Expand the Additional owner details section and enter the owner’s information. View more fields by clicking the Show... options. Read the article on adding properties for explanations of all owner details fields.

A Relationship code is required when reporting. Select an option from the dropdown that identifies the relationship between the additional owner and the property. You can find a list of state-specific relationship codes on the By State/Province tab of the Compliance Resources page.

  1. Click Save.

 

Fix a “fail” report year

We automatically calculate properties’ Report year based other fields. If a property’s Report year field says “FAIL,” one of these fields is either missing or the value is incorrect, and you won’t be able to report the property to states.

To fix this, go to the Property details page and review or edit the following fields:

  • State/province/territory or Alternate filing state
  • Property code
  • Last owner activity date

Read the article on adding properties for explanations of these fields. If you review the fields and there are no edits to make, enter a note that it was reviewed into the Comments field.

 

What to do if an owner claims their property

If a property owner reaches out to claim their property you must return the property to them, usually in the form of a payment. Then, change the property’s status to Paid to owner (P). We also recommend archiving properties that have been claimed by their owner. After changing the property’s status and archiving it, the property will not be included in future due diligence letters or state reports and no further action is needed.

To archive properties that have been claimed by their owner, follow these steps:

  1. On the Properties page, on the Current tab, select Paid to owner from the Statuses filter.
  2. Click the Download icon.
  3. Open the file. In the Current or History field, enter an “H” for the properties you want to archive.
  4. Save the file, then re-import it. For more details on this process, read the article on bulk editing properties.

This action is permanent. Properties can’t be un-archived. When you import the file, you’ll see the number of properties archived as Updated properties at the Summary step.

 

Audit trail

Each property has a detailed Audit trail that shows when the property was added (Insert) and edited (Update), by whom, and the before and after values for any affected fields. If you get audited, it also shows when it was mailed and reported.

  1. On the Property details page, click the Audit trail tab.
  2. Click the Plus icon in front of a row to show the changes or activity.

If the Sovos compliance team makes updates that modify any of the fields, those changes will also be shown here.

 

Delete properties

  1. On the Property details page, click the More options icon, then select Delete property.

The property will be permanently deleted and can’t be recovered. We recommend voiding and archiving properties instead of permanently deleting them. By changing the status of a property to Voided (V), you’ll keep an audit history of the property and why it was removed. If you delete a property, you are also deleting its audit trail.