Create Land Files

StackDX synchronizes nightly with your land management system (ie. CS Land, LandRite) adding any land file updates to our system. In some cases you may need to upload documents to StackDX before the land file is present. For these situations, you can manually create the land file in StackDX. Once the land file has been added in the land system the next sync will automatically link any matching land file numbers. This guide will show you how to manually create new land files in StackDX.

Navigate to Land Files & Land Docs Grid

Navigate to the Land Files Grid by clicking the Land dropdown menu at the top of the page. This will display all the land related modules/options. Then click the Land Files option to view the Land Files Grid.

Then to view the uploaded documents navigate to the Land Docs Grid for a particular land file by clicking the document link in the ‘Related To’ column or enter the land file and go to the ‘Documents’ tab.

Create a new land file by first clicking on the dropdown menu in the top right corner of the Land Files Grid page. Then click Create New to enter the land file details.

Summary of the details that can be provided when creating a new land file:

1. Owner BA – If your company has multiple Business Associate (BA) name they will appear in the dropdown. *This field is required.

2. File Type – Select a File Type from the list of items. *This field is required.

The available file types to choose are Contract, Crossing, Easement, Forestry, Import, Joint Venture, Mineral, Road Use, Surface and Unit.

1. File Number – Enter a Land File number. *This field is required.

Auto Display the 'Next Available' Land File Number

Add the land file type prefix and character width under the Admin > Stack Mapping option to auto display the next file number available in StackDX for the chosen File Type. This will allow users to quickly identify the next file number when creating new land files.

See the below video on how to set up the land file prefix and character width to auto display the 'Next Available' Land File Number when creating new land files in StackDX.

1. Area – Either enter text or select an Area Name from the list of items for the land file (ie. REDWATER). *This field is optional.

2. Prov/State - Select a Province (ie. Alberta) or State (ie. Texas) from the list of items. *This field is optional.

3. Document Date – Enter a Document Date for the land file. *This field is optional.

4. Effective Date – Enter an Effective Date for the land file. *This field is optional.

5. Note – Enter a note for the land file. This will be displayed under the land file number on the land file grid. *This field is optional.

1. Active – Select option to set the Land File Status as Active. If deselected the land file will be set as Inactive.

After you are done entering the Land File details click Save. The Land File will now be available in StackDX for you to view and upload your documents.

The land file will display on the Land Files Grid showing that it is currently NOT in the land system.

If the inputted land file number is an exact match of a land file in the land system, they will be merged during the overnight system update and the land system information will be populated in the grid column.