How to Use Address Management to Determine Residency in RecTrac 3.1
Problem
Our department charges more for out-of-county residents. We have a database that contains all county roads. Is it possible to incorporate this database/listing in a dropdown manner for them to use and know which ones are local to our county? They would still need the flexibility to add streets manually for the public coming from other counties.
Solution
There are two parts to making this work in RecTrac 3.1. We suggest that you try these steps in your DEMO environment before doing so in your LIVE database.
1 Static Parameters Profile Update
a. In RecTrac, go to Management > System Management > Profile Assignments from the User/Menu/Profile Management group.
b. Click the Static Parameters button in the lower left.
c. Expand the Misc Settings group on the right side and change Address Check to Address.
d. Click Save in the lower left.
2 Import Addresses
a. The required layout of the Address Lookup File (saved as a .csv file - sample attached) is below. Fields must be listed in this order and each field must be accounted for:
- Street Address (Number and/or Character) For Example: 548 Foxboro Square
- Apartment (Number and/or Character)
- City (Character)
- Two-Letter State Abbreviation (Character)
- Zip Code (Number and Character, if applicable) For Example: 05414 or 05414-0019
- Category Code (Number or Character)
b. Additional information to know when importing Addresses:
- The Street Number is retrieved from the 'Street' using the first blank and finding the first number from there, so be sure to have the Street Number included in the value.
- The Apartment field is NOT used currently; however, the field must be accounted for in the Import File.
- If including a 'Category,' the Category Code has to be valid in RecTrac.
- Using this file as a model, leave the Category the same (this Resident value sets every address as a resident in RecTrac) but take your list of addresses and format them in this fashion for importing.
c. Go to Management > System Management > choose Address Management from the Household Management group.
d. Click the Address Import button at the bottom of the screen.
e. Import Type should be Address Lookup. Browse to your newly formatted .csv file in the Import File field. Leave Import Delimiter and other settings as is.
f. Click Process.
You'll be notified when the import is complete, and if you click the Refresh button in Address Management, you'll see your list of residents' addresses.
Once setup, when RecTrac users create new households, an auto-complete list will appear when they start typing the number and street name in Household Management. When they choose one, it will set the category and fee codes in RecTrac to Resident. If there is no match, they will default to Non-Resident.
Additionally, once the Address Check feature is set up and enabled in RecTrac, you can extend this feature to WebTrac household creation by enabling the "Use Address Check Option in WebTrac?" under the New/Forgotten Settings group in the WebTrac Parameters Profile.