LRS Casework Tool
LRS Casework Tool – Instructions
Intro to the LRS Casework tool
Accessing the LRS Casework tool (Home Screen)
View the Largest Bundles
Find related applications/bundles using search criteria
Bundle application list
Bundle diagram (PDF)
Feedback and improvement ideas
Access issues
Intro to the LRS Casework tool
Prior to digital submissions customers submitted paper documents, and these were put into case bags. The case bags of related applications (‘travelling with’ and ‘attached to’) were then bundled together and placed on shelves, so it was easy to see all the related applications.
With the introduction of digital submissions and the use of different case management systems it is not so see easy to quickly identify bundles of related applications.
The LRS Casework tool is an internal tool that uses title numbers, parent title numbers and application eForm IDs to identify relationships between applications.
It provides a digital view of bundles of related applications in both a list format (like a PT5 that can be generated from LRS) and in a PDF diagram format.
The tool only displays related applications that still need to be registered. The LRS data that the tool uses is updated every 4 hours. This means if you refresh the tool after 4 hours then you will see any new applications that have been created on LRS, but you will no longer see any applications that have been cancelled or despatched.
Here is a link to watch a demo of how to use the tool.
Deed is the source of truth
The LRS Casework tool is only as accurate as the data that we have. You must always check the deed as you may find that some applications have not been created on LRS or may have been created incorrectly.
In addition, if the application has been created on LRS and an eForm ID was not used AND the application is not related to another application by title number or parent title number then theLRS Casework tool will not find these applications.
Accessing the LRS Casework tool (Home Screen)
To access the Home screen, click on ‘RoS Apps’ and select ‘LRS Casework tool’ from the dropdown list
From the Home screen you have the option to:
View the top 100 largest bundles, or
Enter search criteria to view cases related to a specific application number, title number or application eForm ID
View the Largest Bundles
To view the top 100 largest bundles, select ‘View the top 100 largest bundles’ from the Home screen.
You will be presented with two lists.
The first list is the top 100 bundles with the highest number of applications. This is sorted from highest to lowest number of applications.
If you scroll down to the end of the first list, you will see the second list which is the top 100 bundles with the highest number of titles involved. This is sorted from highest to lowest number of titles involved.
In each list you can see the total number of applications that need completed, the total number of titles involved and the total number of application eForm IDs. The total number of eForm IDs is an indication of how many deeds are involved in the bundle.
The lists also show the lead application for each bundle with hyperlinks so you can access:
a PDF diagram of all the applications in the bundle and how they interlink
an application information list which contains all the applications in the bundle and information relating to each individual application (e.g. deed type, category, etc)
To access the PDF diagram for a bundle, click on the lead application shown in the column with the header ‘View bundle diagram’
To access the bundle application information list, click on the lead application shown in the column with the header ‘View bundle application list’
You can return to the Home screen at any time by clicking on the ‘Home’ button at the top of the screen.
You can also see the date/time the LRS data was last updated.
Find related applications/bundles using search criteria
Tofind related applications using specific criteria enter the relevant search criteria in the text box on the Home screen and click on ‘Continue’. You can enter any application number or title number (including parent title number) or application eForm ID.
If there are no results found for the search criteria you have entered, then you will be presented with a message.
Ifthere are results found for the search criteria you entered, then you will be presented with the application list for the bundle.
Bundle application list
The bundle application list can be accessed from the largest bundles screen or by entering search criteria in the Home screen as detailed above.
The bundle application list screen contains a high-level summary and a sortable list of all the related applications.
The high-level summary provides information about the:
Number of applications that need completed
Number of titles involved
The total includes parent titles
Number of start points
This is an indication of the number of applications that could be worked on now as they do not appear to be blocked by any other earlier dated applications. These are shown on the top row of the PDF diagram
Number of sequence groups
This is an indication of how many groups of applications could be completed in a logical order. (Each group is shown as a row on the PDF diagram)
The default display of the application information list is in application date order from oldest to newest. You can sort in application number order (oldest to newest) in addition to application date order by clicking on ‘Application Number’.
The list presented is a list of ALL the applications that need completed if you were intending to complete the whole bundle of related applications.
For reference, if you choose any other application number or title number or eForm ID from the application information list and you return to the Home screen and enter this in the search text box you will be presented with exactly the same application list.
For each individual application you can see the:
Application number
Application date
Application type
Application status
Title number
Property address
Parent title number
Deed type(s)
Application category
eForm Id(s)
You can sort using any criteria by clicking on any header. To reverse the order (e.g. to change the order from oldest to newest to display as newest to oldest), click on the header again.
You can also view the bundle diagram by clicking on the hyperlink
You can return to the Home screen at any time by clicking on the ‘Home’ button at the top of the screen.
You can also see the date/time the LRS data was last updated.
Exporting to Excel
There is no export to excel function in the tool at present. However, it is possible to copy and paste all the information in the application information list to an excel spreadsheet.
To copy and paste the data:
Open excel
Use your mouse and hold down the left button and drag your mouse down the list of applications in the application list in the tool
Right click on your mouse and select copy
In excel right click on your mouse and select the paste option notepad icon ‘Match destination formatting’
Double click at each column to extend each column to see all the information
Save excel spreadsheet as required
Bundle Diagram (PDF)
The bundle diagram can be accessed from the largest bundles screen or from the bundle application list screen as detailed above.
The bundle diagram provides a visual of all the applications and how they interlink. Each box represents an application, and you can see the application number, application type, category, the parent title number (if applicable) followed by the title number.
The applications are ordered on the diagram in rows and each row represents a sequence group.
The top row is sequence group 1. This provides you with an indication of the applications that could be worked on now as they do not appear to be blocked by any other earlier dated applications.
Subsequent sequence groups (rows further down the diagram) need to be completed at the same time or after earlier sequence groups (rows further up the diagram).
This provides an alternative logical approach to completing a bundle of applications notwithstanding the strict date order approach. For example, the diagram provides information that could help you identify applications that could be settled in parallel. It could also help you decide whether to settle an application out of turn, such as an expedite.
If you have entered an application number in the search criteria on the Home screen then you will see the application highlighted in pink on the diagram.
If you have entered a title number in the search criteria on the Home screen then you will see all the applications that have that title number or Parent title number highlighted pink on the diagram
Feedback and Improvement Ideas
There are lots of opportunities to improve the tool in different ways to make tasks easier or quicker.
You can provide feedback or any ideas/additional requirements of how to improve the tool using the feedback link on the top of any of the screens. When you click on the link it will generate an email which has the subject header pre-populated. Please do not change the header.
Access Issues
If you encounter an issue such as an error message when you access the tool or notice the date/time on the screen of when the LRS data was last refreshed is more than 4 hours ago then you should report the issue using RoSNoW.
In RoSNoW select the ‘I need help’ IT option
Then ‘Report Something Broken’ and in the ‘How would you classify your issue (start typing to search)? *’ enter LRS and select ‘Land Register Casework tool’ from the dropdown list
If you have viewed a bundle and there are some applications missing that you expected to see then feedback should be provided using the feedback link in the tool rather than reporting an issue on RoSNoW.