Batch Searching - Additional Information

Lexis WinDeed offers the following Batch Searches:

• Deeds Office Person
• Deeds Office Property

The Batch Search facility can be accessed from the Deeds Office Person and Deeds Office Property input pages on search.windeed.co.za.  

A batch can be loaded in two different ways:

1. Uploading a pre-populated CSV file (maximum 300 entries per batch).  Download template: Property Batch Template   Person Batch Template
2. Adding the search criteria directly on the input grid supplied (maximum 300 entries per batch).

For each batch, a batch description must be supplied. The batch description will be the Search Description on the All Results page.

The Batch Reference is optional (exception if your User Reference setting is mandatory).

Additional input required will depend on the batch and search type (see below).

A Deeds Office Person batch may contain individual and company searches.
The required input for each search will depend on the person type (individual or company). The batch template and input grid only displays the field descriptions for individual searches.  The following field mapping should be applied for company searches.

Deeds Office – any one of the following Deeds Offices must be supplied: Bloemfontein, Cape Town, Johannesburg, Kimberley, King Williams Town, Pietermaritzburg, Pretoria, Vryburg, Umtata, or Mpumalanga. If all of the Deeds Offices must be searched, ‘All’ should be entered (there is a search charge per Deeds Office, per individual/company).

Person type – must be supplied. Any of the following variations are acceptable:

• For individuals: Individual, Natural
• For companies: Company, Juristic (i.e. Trust)

Surname – can contain individual’s surname or the company’s name, depending on the person type. This value must be supplied if the individual’s surname or company’s registration number is not supplied.

Forename(s) – only applies to individual searches. The forename is not required if an initial or (partial) ID number is supplied with the surname.

Initial(s) – only applies to individual searches. The initial is not required if a forename or (partial) ID number was supplied with the surname.

ID number – can contain the individual’s ID number or the company’s registration number. A partial ID number (first 6 chars) can be supplied but a surname will also be required.

Reference – this field is optional unless your User Reference is set to be required. The batch reference can be applied to individual searches where a reference is not set – select the ‘Use batch reference where individual search reference is not set’ checkbox, located above the Batch Reference field on the batch input page.

If any of the search criteria supplied does not pass validation, you will be informed in the user interface. A message will display above the search criteria input grid highlighting the problem. Search criteria that do not pass validation will be highlighted in the grid. Hover over the highlighted cell in the grid to learn more about the validation error. Search criteria can be edited directly on the grid.

A Deeds Office Property batch may contain erven, sectional title, sectional EUA, farm and agricultural holding searches (maximum 300 properties per batch).
The required input for each search depends on the property type. The batch template and input grid only display the field descriptions for erven searches. The following field mapping should be applied when scheme, farm or agricultural holding search criteria are supplied:

Deeds Office – any one of the following Deeds Offices must be supplied: Bloemfontein, Cape Town, Johannesburg, Kimberley, King Williams Town, Pietermaritzburg, Pretoria, Vryburg, Umtata, or Mpumalanga.

Property type – must be supplied. Any of the following variations are acceptable:

• For erven: Erf
• For scheme units: Scheme Unit, Scheme, Unit
• For scheme EUAs: Scheme EUA, EUA
• For farms: Farm
• For agricultural holdings: AH, Holding, Agricultural Holding

Township – must be supplied and can contain the township, scheme name, registration division, or agricultural holding area depending on the property type.

Erf number – must be supplied unless the details are for a farm where the farm name was supplied. Only whole numeric characters are allowed – example: 25

Portion – this field is optional and can contain the erf portion, scheme unit number, scheme EUA number, agricultural holding portion number, or farm portion number. Note: This search may result in a list if the portion is not supplied.

Farm name – this field is only applicable to farm searches and is not required if a farm number is supplied.

Reference – this field is optional unless your User Reference is required. The batch reference can be applied to individual searches where a reference was not set – select the ‘Use batch reference where individual search reference is not set’ checkbox, located above the Batch Reference field on the batch input page.

If any of the search criteria supplied does not pass validation, you will be informed in the user interface. A message will display above the search criteria input grid highlighting the problem. Search criteria that do not pass validation will be highlighted in the grid. Hover over the highlighted cell in the grid to learn more about the validation error. Search criteria can be edited directly on the grid.

The batch Search Summary will be accessible from  All Results and Recent Searches. To view the individual batch search entries, open the Person or Property Batch Summary from All Results/Recent Searches (individual batch search entries are not listed on the All Results and Recent Searches).

The Batch Summary will list all the searches processed as part of the batch. Any searches that failed will be highlighted with the opportunity re-process them where possible. Select a search result from the Batch Summary to view the individual search’s details.

To print/export the Batch Summary, select the print and pdf options offered on the Batch Summary page.

To print/export the reports of searches processed as part of the batch, select the Batch Results button located on the Batch Summary or open the individual searches and print/export from there.

Notes:

Any additional search performed from a report of a search processed as part of a batch will not be included in the Batch Summary. It will be displayed as a separate search in All Results/Recent searches.

Any additional person searches performed from the Person Summary section on a Person Report will not affect the Batch Summary.