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Comp Database Quick Start User’s Guide
http://keylocksolutions.com/
Contents
Introduction to KeyLock Solutions ............................................................................................................... 3
Guide for KeyLock Solutions Comparable Database .................................................................................. 4
Logging In................................................................................................................................................. 4
Creating a New Record ............................................................................................................................ 6
COMMAND BUTTONS:................................................................................................................................ 9
Saving Data: .............................................................................................................................................. 9
Deleting Records: ................................................................................................................................... 10
Images & Document Manager .............................................................................................................. 10
Generate Report ..................................................................................................................................... 13
Transfer Ownership ................................................................................................................................ 15
Add Collaborators .................................................................................................................................. 15
Using the Backlog: .................................................................................................................................. 15
Conducting a New Search: .................................................................................................................... 17
Closing Call-outs and Closing Pages:.................................................................................................... 19
Example of Closed Comparable Sale Report ........................................................................................ 20
Page 2
Introduction to KeyLock Solutions
Our software systems manage workflow tasks related to rural real estate appraisals, appraisal
review and evaluations.
Our emphasis is to ensure efficient workflow with the goal of quality rural real estate appraisal
products delivered to the client at stated costs, and on time;
Visit our web site at www.keylocksolutions.com to begin:
For quotes and information contact:
Zac Moore, MAI, CSO
KeyLock Solutions, Sales
509-778-3332
[email protected]
Page 3
Guide for KeyLock Solutions Comparable Database
Logging In (be patient while login is loading. Clicking Login will open a new page, so
you can always come back to the web site and browse.)
Click here to create a new
Click here to load
organization account
the login screen
To visit the demo version:
Username:
DemoDemo
Password:
DemoDemo
Page 4
After a successful login, the user sees the dashboard showing the Newest 10
Records that have been committed to the searchable database:
Page 5
The orange pins on the map identify the location of the last ten comparable records that were
entered into the database. These 10 records are listed on the right and can be viewed by
mousing over and clicking on the record number and address listed next to the thumbnail
image. The magnifying glass icon allows the user to zoom in to the property on the map.
These comparable records can be edited by the creator at any time by clicking on the record
number. Only the record owner or collaborators may edit records. By clicking on any of the
pins on the map, a user can easily identify which property it represents from the callout. The
user has three action options from the callout: 1) generate a pdf report; 2) go to the record;
or 3) zoom to the property on the map.
Creating a New Record
Click here to add a
new comparable
record
Note: every time a user clicks on ‘New Record,’ a New Record is created and is instantaneously saved
in backlog. Only click ‘New Record’ when creating a new comparable record. All existing records are
either in backlog or require search and click on the record number to access it. Again, as a reminder,
only record owners and collaborators have permission to work on, or edit records. If a record owner
leaves the organization, the system administrator will assign those records to a new owner.
Page 6
Upon selecting “New Record,” you will see this screen. A new record number auto-populates showing
you as the Record Owner. All information is automatically saved every few seconds. You only select
‘Save’ when a record is ready to be committed to the searchable database records:
The Keylock Solutions™ administrative account will
allow the user (you) to add, edit and search records.
These records are meant to represent factual data and
are used when gathering comparable sales data to
prepare credible real estate valuations.
If you aren’t sure about something, leave it blank. DO
NOT enter unverified or tenuous data. Every field
does not necessarily require information.
How to enter new record data:
1) Begin with the first tab on the left-hand menu
(Property Identification) and fill in the requested
information via drop-down menus or fill in the
fields. Dropdowns have auto-fill capability.
2) Proceed to the next tab by clicking on the
following sub-form button located on the left hand
menu or ‘Next’ at the bottom of the page. There
are several tables such as Tax Assessments and
Taxes, Water Rights, Water Distribution System,
etc. that allow the user to enter as many as
required. Continue to move down the left-hand
menu until all pertinent data have been entered.
REMEMBER only click on ‘Save’ when you have
completed the record.
3) All fields in RED are required before committing
the record as a searchable comparable, or ‘Saving
the Record.’
Page 7
Entering Data into Tables:
Click “Add Row” to begin data
entry into the table. In this
case, add a new row for each
tax parcel
By adding a row, the user will be required to fill out a sub-form that becomes a row in the
table. The column headings are the field information being requested. In this case, this feature
allows the user to add several tax parcel numbers that will auto sum the assessed value of
improvements, land, and a grand total. It will also auto calculate total number of acres and
total taxes. If tax assessment acres and acres reported on page 5 differ, the application signifies
an error and the user will be required to reconcile the difference.
*WORD OF CAUTION: When entering fields that require a numerical value, AND the number
being entered is a whole number, BE SURE to add 00 at the end of your entry to account for
proper decimal placement.
For example: Say the Assessed Value of Vacant Land is $140,000. If you were to enter this
amount into the database, you will type 14000000 (no period is required to signify the
decimal place; it knows the last two numbers are behind the decimal point and puts it in
automatically.) If the last two zeros are not added, the amount entered will be $1,400.00,
affecting the outcome significantly.
However, if the value you are entering is not a whole number and already contains numbers
to the right of the decimal point, you can ignore adding extra zeros because the spaces
are already accounted for. i.e. $140,000.63 requires entering 14000063.
Page 8
COMMAND BUTTONS:
Saving Data:
Data is automatically saved in the backlog once a new record is generated. Do not click on
the ‘Save’ command button until the record is complete and ready to be committed as a
searchable comparable record. Your work is saved instantaneously every few seconds. The
other function of the “Save” button is to work with research assistants, keeping the record in
backlog until the certified record owner, or appraiser, has reviewed and approved the
information in the record. Once a record is ‘Saved’ it is then permanently transferred from the
backlog into the searchable database. When a record owner is ready to approve the
information and ‘Save’ the record as a searchable record, the following “Save” options will
appear:
1. Private record—saving under this option will only allow the record owner to view/use
the record; this is the most limited saving option.
2. Local record—saving under this option will allow users within the same organization to
view/use the record.
3. Community record—saving under this option will allow users within co-organizations
under a parent organization to view/use the record; this is the least limited saving view
option.
Proprietary or confidential documents associated with non-proprietary
comparable data may be designated as such and cannot be viewed by the community
or organization depending on the level of security selected.
The following are mandatory fields that must be filled before the record can be saved:











Transaction Type
Sale Date/Pending Sale Date/List Date
Primary Property Use
Property Includes
Street/Road Address
City
County/State
Township/Range
CE Sale Price
Unit Description
No. Units
Page 9
Deleting Records:
By clicking the “delete” button, you are PERMANENTLY deleting a record and all of the
information contained in that record. Be very cautious when proceeding with this action. Once
the record is gone it cannot be retraced. For your protection, a pop-up will appear after the
“delete” button is selected. It will warn the user that a record is about to be deleted, and ask if
proceeding is okay. You will have the option to decline a delete if the button was pushed
accidentally. Deleting records is by admin permission and permission should be given with
utmost caution. We recommend only the system administrator be given record delete
privileges. Record owners will have default permission to add and delete associated images
and documents.
Images & Document Manager:
This feature allows the user to upload photos, deeds, maps, MLS sheets, etc. Document
manager supports excel and word document files as well as PDF documents. Image manager
supports JPG, TIF, PNG, and GIF. When Manage Image/Docs command button is selected, this
popup will appear:
To begin uploading images and documents, click “browse.” You can then select the images
and files to upload at the same time. More than one file can be uploaded at a time by holding
down the ctrl button while choosing images and documents. The two types of files will
automatically be sorted as either an image or a document as long as standard extensions are
used when uploading (i.e. jpg, pdf, .doc .xls, etc.). Files containing uncommon extensions are
not supported by this feature and will not upload.
Once images and documents have been selected, you will have the opportunity to review files
once more before choosing to upload or remove them. The user can identify the docs and
images by pre-selected dropdown menu, otherwise the image or doc will default to ‘other.’
Page 10
IMPORTANT INFOMRATION: If you wish to use a photo or document in the comparable sale
report, the photos can be selected the first time you open a PDF or Excel report. By opening
Images, select the thumbnail photo by selecting the radio button above the photo you want
to represent the property in the database.
Photos and documents can be uploaded as confidential or proprietary. This feature is available
from the drop down arrow located on the right-hand side of the “upload” button. By clicking
this arrow, the options to “upload as confidential” or “upload as proprietary” will appear.
1.
Uploading as confidential—Allows only the record owner to view the supporting
document or photo
2.
Uploading as proprietary—Allows organization users to view supporting document
or photo
3.
If no selection is made (neither confidential nor proprietary is chosen)—By default,
anyone with permission to view records will be able to view the supporting image
or document
Choose “upload” to continue or “remove” to cancel this action.
Page 11
Once all documents and photos have been uploaded, select the “Manage Images” tab:
This page will show the files that were sorted as images, and the drop-down menus for each
should show the same categorization as you selected before uploading them. If for some
reason there is a photo that you would like to categorize differently, select a new option from
the drop-down menu and be sure to click “save” next to that file.
After you are finished managing photos, proceed to managing documents by clicking on the
“Manage Documents” tab:
Page 12
This page will show the files that were sorted as documents, and the drop-down menus for
each should show the same categorization as you selected before uploading them. If for some
reason there is a document that you would like to categorize differently, select a new option
from the drop-down menu and be sure to click “save” next to that file.
Once all images and documents have been selected and properly categorized, click “close” in
the bottom right-hand corner of the Images and Document Manager screen, or select ‘escape.’
Generate Report:
To generate the report, click on the “Generate Report” tab:
On this page, you will have the option to export your report to a PDF or Excel file. However,
before doing so it is important that you first select which document and photos you would like
to populate into your report. Upon clicking “Generate Report,” you will see a screen similar to
this:
Click on “Show Documentation” to select images to add to the report:
Page 13
Using the checkbox next to each file, select which images you would like to populate into the
report. Documents will show, but will not populate. The Represented Photo 1, if selected, will
default to the first page. A maximum of four (4) additional images may be selected and will
populate to the last page. If “Representative Photo 1” is not checked to populate into the
report, the other selected photos will move up in the report to fill its space. Aside from photos
however, if a file is not checked to be uploaded into the report, there will simply be a blank
spot in its space when the report is exported.
When all desired documents and photos have been chosen, click “export to PDF” or “Export to
Excel” to view the final comparable sale report.
*If this pop-up occurs when attempting to generate a report via Excel, click “yes.”
Page 14
Transfer Ownership:
This option allows a certified record owner to transfer ownership of a record to someone else
or allows admin to transfer records of a former employee to a new record owner.
Add Collaborators:
Adding collaborators simply allows others to have access to a particular record. For example,
if an appraiser is an owner of a record and adds an assistant as a collaborator, the assistant
could now input data/edit the comparable record.
Using the Backlog:
*To open an uncommitted record (record in progress, not yet searchable) click on the “Backlog” tab at
the top of the screen
You will then be redirected to a page that looks like this:
Click on the record number to open and
continue working on the record. When the
record is ready to be committed to searchable
records, then ‘Save’ record as Private
(confidential), Local (proprietary), or
Community (non-proprietary)
Page 15
Conducting a New Search:
IF “NEW SEARCH” TAB IS SELECTED, YOU WILL BE DIRECTED TO THIS SCREEN:
This tool can also be used to drag a box around a specific geographical area that
you’d like to search for existing comparable sales. Simply click on this icon and
drag, then click on ‘Search’ for a result similar to the one below.
Page 16
To search for a record, use this screen to enter the specific data you are looking for:

County/State (can add multiple by clicking “Add another location”)

Sale price range

Sale date range

No. of Units range (i.e. looking for a specific # of acres)

Advanced search options
o
Transaction
o
Location
o
Property ID
o
Property Features
o
People

Select the blue outlined “Search” button to generate search results

Select the red “Reset” button to reset search criteria

Select the blue “Save Search Criteria” to save a specific search—you can then use the same search
criteria at a later date; i.e. if you search a certain county, township, range on a continuing basis,
you may want to save that search criteria rather than entering it every time you run a search. You
can also save a completed search you’ve completed for a job you are working on to reference
later.
Page 17
Closing Call-outs and Closing Pages:
Both of these ‘x’ buttons are often difficult to see. The close in the call-out is in the upper right corner,
and the page close is a small ‘x’ inside a circle at the far right – refer to the red circles in the screen
capture below.
Page 18
Example of Closed Comparable Sale Report:
Page 19
Comments:
Legal/Transaction Detail
Tax Parcel ID(s):
$75,000 allocated to rolling stock
Farmer retiring, sold to adjoining neighbor
Closed bid auction. Six bids received.
RP10N29E067500
Year of
2015
Assessment:
Assessed Value: $5,200,000
Financing: Farmer Mac
At Market Trans? Yes
Transaction History Comments:
Domestic well has 3-HP submersible pump/motor installed in 2003
Easement for mainline from Columbia River to the property
Year of RE Taxes: 2014
RE Taxes: $65,000
Property Rights: Fee Simple
Days on Market: 30
Transaction History
Historic Transaction Type
Prior Transfer of Title
Transaction Description
Sale
Date
01/16/2008
Sale Price, List Price, or Lease Price
Utility Description
Service Availability
Service Provider
Comments
Electricity
Existing Hookup
Puget Sound
Water
Culinary Well
$6,500,000
Description of Utilities
3-phase
Licensed up to 13,000 gallons per day
Improvements
Imprv. 1
Imprv. 2
Shop
Granary
2000
Sq. Ft.
10000
Bushels
Imprv. 3
Apple Storage
Building
25000
Sq. Ft.
Poured Concrete
Class D
Poured Concrete
Class S
Poured Concrete
Class S
Concrete
Average
Concrete
Average
Concrete
Good
Good
2010
Average
1990
Average
2000
40
2
40
20
40
10
38
$37,000
20
$40,000
30
$812,500
$150
500.00%
$0
5000.00%
$114,700
2500.00%
0.00%
2500.00%
0.00%
$35,008
0.00%
$15,000
Water Right
Water Source
Priority Date
9050000
Right
Surface
22427
Irrigation
4560000
License
Ground
27395
Domestic
Water Distrib. Equip.
Manuf.
Make/Brand
US Motors
Hollowshaft
Description:
Type:
Size:
Unit of Measure:
Foundation:
Const. Class:
Floor:
Const. Quality
Cond/Utility
Year Built:
Total Economic AL:
Effective Age
Remaining AL:
RCN:
Deferred Maint.:
% Physical Deprec.
% Fundtional
Deprec.
% Economic:
Total Cont. Value:
Imprv. 4
Imprv. 5
Imprv. 6
Imprv. 7
1400.00%
0.00%
0.00%
0.00%
0.00%
0.00%
$450,081
0.00%
$0
0.00%
$0
0.00%
$0
0.00%
$0
Water Rights
Water Right No.
Annual Volume AcFt
950.00
4,275.00
Beneficial Use No. Acres Irrigated
Period of Use
April 1
January 1 to
December 31
Water Distribution System
Pump
Type
Vertical ThreePhase
Description
4000 HP
Yr. Manufactured Remaining Ec. Life No. Acres Irrigated
1994
15
800.00
Crop Yield Summary
Commodity
Identified
Potatoes
Potatoes
Crop Year
2010
2011
2012
Unit Measure
Average Yield
cwt/ac
cwt/ac
750.00
855.00
2013
2010
Potatoes
Potatoes
Corn
cwt/ac
cwt/ac
bu/ac
600.00
780.00
165.00
2011
2012
Corn
Corn
bu/ac
bu/ac
180.00
170.00
2013
Corn
bu/ac
185.00
Permanent Plantings
Planting
Apples
Apples
Variety
Ac. Type
No. of Acres
Average Age
Plants/Acre
Unit Description
Average Yield
Fujis
Gala
Bearing
Bearing
75.00
75.00
15.00
10.00
300.00
300.00
Bin
Bin
542.00
548.00
Page 20