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CC: Ownership Status

​Purpose Statement

This article explains how to review, approve, deny, and revert ownership status requests in the Community Connect portal. This process helps ensure resident-to-address associations are accurate, verified, and properly documented for operational readiness, reporting, and community record integrity.

Background Information

In Community Connect, residents can associate themselves with an address. When a resident submits a request to claim residency or ownership of an address that is already associated with another person, the record may enter a Pending Review status.

Administrators can use the Users page to:

  • Find records with ownership changes awaiting review
  • Compare the current owner to the requesting resident
  • Review submitted supporting documentation
  • Approve or deny a transfer request
  • Revert an ownership change if it was approved in error

This workflow is commonly used when:

  • A resident moves into a new property and submits proof of residency
  • An address was claimed incorrectly
  • Staff need to restore a previous owner after an incorrect approval
  • Departments need to maintain accurate property associations for response planning and records management

Required Permissions

Users performing this task should have access to the following areas in Community Connect:

  • Access to the Community Connect module
  • Permission to view and manage Users
  • Permission to edit user profiles
  • Permission to review and act on ownership or residency transfer requests

Because permission names can vary by environment, confirm the exact role or permission set in Permissions Manager before publishing this article.

Video
 

Step-by-Step Guide
 

Review a Pending Ownership Request

  1. From the main navigation, open Community Connect.
  2. Select Users.



     
  3. At the top of the Users list, locate the search and filter area.



     
  4. Click the chevron or expand control to open advanced filters.



     
  5. In the Ownership Status filter, select Pending Review.

     
  6. Click Apply.



     
  7. Review the filtered list for addresses that are awaiting verification.

     
  8. In the Actions column for the appropriate record, click the pencil icon to open the user profile.



     
  9. In the user profile, review the resident’s required account details, including:
    • Email address
    • Name
    • Ownership conflict information

       
  10. In the center of the page, review the conflict box. This section identifies the person currently associated with the address.



     
  11. Scroll to the Evidence Submission section and review the uploaded proof of residency. Acceptable examples may include:
  • Water bill
  • Electric bill
  • Utility statement
  • Other documentation showing the resident’s name and address
     
  1. Review the Transfer History at the bottom of the profile. The current owner appears at the top, and prior owners appear below.

     
  2. After reviewing the evidence and transfer history, choose one of the following:
  • Click Approve Transfer to assign the address to the new resident
  • Click Deny Transfer to keep the current ownership association
     
  1. Click Save to apply the change.

     
  2. After saving, confirm the record no longer appears in the Pending Review filtered list.


Return to the Full Users List

  1. To clear the filter and return to the full list, either:
    • Click the X on the filter tag, or
    • Click Reset
       
  2. Confirm the updated ownership status appears correctly in the list view.


Revert an Ownership Transfer

Use these steps if an ownership transfer was approved incorrectly and the address needs to be reassigned to a previous owner.

  1. From Community Connect > Users, locate the user record with the incorrectly approved ownership.
  2. Open the record using the pencil icon.
  3. In the Transfer History section, identify the correct previous owner.
  4. Click the checkbox next to the prior owner you want to restore.
  5. When the denial or reassociation window appears, enter the reason for the reversal.
  6. Click Confirm Deny.
  7. Verify the property is reassigned back to the correct owner.



Best Practices

  • Always review the submitted evidence before approving a transfer.
  • Compare the requesting resident’s information against the current ownership conflict details.
  • Check Transfer History before making any changes so you understand prior ownership activity.
  • Enter clear, specific denial or reversal reasons for internal documentation and audit clarity.
  • Revert ownership only when there is clear evidence that the prior approval was incorrect.
  • Follow your agency’s internal policy for residency validation and documentation retention.

Troubleshooting & FAQs

Q: I do not see the ownership filter. Where is it?
A: Click the chevron or expand control near the search bar to open advanced filters.

Q: What does Pending Review mean?
A: It means a resident has submitted an ownership or residency claim that requires administrative review before it becomes the active address association.

Q: What kind of evidence should I review?
A: Review any document that shows the resident’s name and address, such as a utility bill or similar proof of residency, based on your agency’s policy.

Q: Where can I see past ownership changes?
A: Open the user record and review the Transfer History section at the bottom of the profile.

Q: What happens after I approve a transfer?
A: The requesting resident becomes the current owner for that address, and the record should no longer appear under Pending Review.

Q: Can I undo an approved ownership transfer?
A: Yes. Use the Transfer History section to select the previous owner and complete the denial/reversal process.

Q: Should I deny a request if the evidence is missing or unclear?
A: Follow your department policy. In most cases, unclear or insufficient evidence should not be approved until it is validated.

Additional Considerations

Use Case Examples

  • A new homeowner submits a utility bill to claim residency at a property already linked to a previous resident.
  • Staff identify that a transfer was approved in error and need to restore the original owner.
  • Administrators review pending ownership claims to maintain accurate property records for planning and reporting.

Compliance & Security

  • Maintain clear denial and reversal reasons for audit purposes.
  • Ensure ownership changes are reviewed only by authorized personnel.
  • Use documented evidence and transfer history to support every approval or denial decision.
  • Follow internal policy for data review, retention, and residency verification.