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SentraDeed Recorder Notification System
Product Tour

The product, step by step

Real screens from the running staff console, notice pipeline and resident portal, loaded with synthetic data for a fictional Demo County. Follow a day's work from the dashboard to a print-ready batch the county mails, then see what residents see.

Open the live resident portal → (English and Spanish)

Staff console · Step 1 of 24

Start the day on the dashboard

Each morning the Recorder index and Assessor file have already been processed. The dashboard shows what came in, what is waiting for the next batch, and what needs a person.

  • Open exceptions grouped by days left on the 30-day clock
  • Reconciliation proves every recorded document was accounted for
  • Missing or late files are flagged
Synthetic data. Names, addresses and parcel numbers are fictional.
  1. Staff console dashboard for Demo County. Tiles show documents received, notices created, open exceptions, signer review, returned mail and data issues; panels list open exceptions by deadline and by type, and a reconciliation marked Balanced.

    Start the day on the dashboard

    Each morning the Recorder index and Assessor file have already been processed. The dashboard shows what came in, what is waiting for the next batch, and what needs a person.

  2. The staff console dashboard in dark mode.

    Dark mode

    The console follows the system light or dark setting, or staff can pick a theme in the top bar.

  3. Exceptions page with tabs for Needs action, Signer review, Returned mail and Data issues, and a table of documents with a days-left badge, document number, recording date, type and reason.

    Work the exceptions, most urgent first

    Anything that cannot be matched cleanly lands in one of four queues, sorted by the days left before the notice is due.

  4. Full-screen Work the queue view, item 36 of 68: the recorded deed of trust page on the left with the APN outlined; on the right the exception facts, a recommended action Confirm 121-0337-001-0000 suggested by rules, and an AI reading panel that agrees with OCR; an action bar at the bottom with Apply, Previous, Skip, Next and Exit.

    Work the queue, full screen

    One item at a time on a full screen: the document page on the left, facts and the recommended action on the right, and an action bar at the bottom. Apply the recommendation in one click and the next item opens.

  5. Exceptions board with four columns and counts: Ready to approve, with Approve, Decline and Move to buttons on each card and a recommended step; Needs a decision, with Open and Move to; Waiting; and Done today, with resolved cards.

    Exceptions board

    Cards are grouped by what staff can do next. A recommended step can be approved in one click; Decline keeps the item open for a person and never dismisses a notice. Click a card for full details.

  6. Exception review drawer titled APN from image needs review, showing page 1 of the recorded document with the APN readings outlined, and cropped images of each reading with its page, value, confidence, owner of record and signer, plus a Confirm button.

    Read the APN from the document image

    When the Recorder index has no APN, SentraDeed reads it from the page: page one first, then later pages up to 10. Uncertain readings come to staff with the page shown and the APN outlined.

  7. Document drawer for a deed of trust with its decision trail. Every check passes, and the last reads: Signer is the buyer on deed 202609140501 for this parcel: auto-accepted. One notice created.

    Signer checks without false alarms

    A purchase: the deed of trust signer isn’t on the roll yet, but they are the buyer on the same-day grant deed, so the notice goes out without a false alarm.

  8. Signer review drawer for a trust transfer deed: the signer on the document next to the owner of record, the recorded document details, a note field, and the buttons Looks legitimate: clear and Refer for fraud review.

    Review signers that stay unexplained

    Companion purchase deeds, trustees and trusts, business names, attorneys-in-fact, executors, conservators and nicknames are recognized automatically. Signers who remain unexplained are flagged for fraud review, and the notice still goes out.

  9. Settings, AI Assist tab: connection status, a master switch, APN reader modes Off, Shadow, Suggest and Corroborate with Suggest selected, the copilot switch marked advisory and still under evaluation, and a monthly budget meter. No keys are shown.

    Counties turn it on and choose how far

    AI Assist is optional and off by default; counties turn it on. AI never decides alone: staff review every suggestion. The APN reader runs in off, shadow, suggest or corroborate mode, with a monthly budget.

  10. Dashboard with the top-bar pill AI on, APN reader: suggest, copilot, and its popover explaining that AI readings appear next to OCR and staff decide, that copilot suggestions are advisory, and that 22 suggestions are waiting.

    Always visible when AI is on

    A top-bar indicator shows whether AI is on and in which mode, and how many suggestions are waiting for review.

  11. Exception drawer for document 202609210066 with an AI reading panel: APN 121-0337-001-0000 found on page 1, Agrees with OCR, no APN label nearby, clear, with a note that the APN appears without a label above the title line.

    A second reader next to OCR

    The APN second reader reads the page on its own and is compared with OCR. Here it agrees with OCR on an unlabeled APN; staff still confirm.

  12. Exception drawer for document 202609180063: the AI reading shows no valid APN and Differs from OCR, with a note that the printed APN has an extra trailing group beyond the county format; OCR read 168-0322-060-0000-7 at 29 percent confidence, not on the Assessor roll.

    When AI and OCR disagree

    On a malformed APN the AI does not force a match: it reports that the printed number doesn’t fit the county’s format, and the item stays with staff.

  13. Exception for a GIFT DEED document type: a recommended action suggested by AI with high confidence to classify it as Deed, with the reasoning that a gift deed conveys title, and Apply and Dismiss buttons.

    Copilot: classify a new document type

    The copilot suggests how to classify a document type the county hasn’t mapped yet, with its reasoning. Staff apply or dismiss it.

  14. Possible government grantee exception for DEMO HOUSING AND REDEVELOPMENT AGENCY: a copilot suggestion with medium confidence advising staff to confirm the agency is a public body before applying the exemption.

    Copilot: check before exempting

    For an uncertain grantee, the copilot explains what to verify before treating it as a government entity; the exemption is never applied automatically.

  15. Exceptions list filtered with Has AI suggestion: 22 rows, each marked with an AI badge next to the exception type.

    Find the items with suggestions

    Filter the queue to items that have an AI suggestion, or spot them by the AI badge in the list and on the board.

  16. Files and runs page on the Intake log tab: a table of files found, with time, event, channel, source, file name, size and details.

    See every file that arrived

    The intake log shows what the system saw and when: each file found by SFTP or uploaded, and what happened to it. While files are processing, a progress indicator appears in the top bar.

  17. SFTP connection tab showing the server, user, key-based sign-in, a check every minute, the daily cutoff, and the folders /inbound/recorder/, /inbound/assessor/ and /inbound/images/ with expected file names.

    The county’s folders in one place

    Staff see the county’s SFTP folders, the expected file names and when each file last arrived. No credentials are shown.

  18. A received Assessor extract CSV opened in the file viewer as a searchable, paged table of 550 rows.

    Open any received file

    A received CSV opens as a searchable table, so staff can check exactly what an office sent.

  19. Settings, File mapping wizard on step 2 of 4, Match columns: each SentraDeed field shows the suggested column from the sample file, a High match label, sample values and advanced options.

    Map a county’s file layout once

    At onboarding, a sample file is uploaded and its columns are matched to SentraDeed fields, with suggestions and sample values. Staff check a preview, then save and approve.

  20. Page one of a Notice of Recorded Document from the Demo County Clerk/Recorder, with the recipient and tax-bill address in the envelope window area, an explanation of Government Code section 27297.7, a table of document details, and what to do if the document was not expected.

    An accessible notice from your template

    Each notice is rendered from the county’s own Word template or fillable PDF and sent to the tax-bill address established before recording. The address block sits in the window of a #10 envelope.

  21. An approved notice batch open in the staff console: 422 notices, buttons to download the print PDF, the mail-house manifest (CSV), the cover sheet and a Word copy, a Mark mailed button, and the list of notices in the batch with document number, addressee and ZIP.

    A print-ready batch, mailed by the county

    Pending notices are gathered into one print-ready batch per business day. Staff approve it and download the combined PDF, the mail-house manifest and a cover sheet. County staff or the county’s mail house print and mail it, then mark it mailed.

  22. Reports page with a report selector, a month picker and CSV, XLSX and PDF download buttons, totals and balance checks, and a table of the month’s documents with recording and mailing dates.

    Prove it at month end

    Monthly statistics and a monthly transaction report show every recorded document with its recording and mailing dates, checked against batch records.

  23. Resident portal home page for the County of Demo with an English and Español switch, the heading Know when a document is recorded on your property, a note that email alerts supplement the mailed notice, and a Sign up for alerts button.

    Free alerts for residents

    The optional electronic notification program under §27297.7(b)(3). Email alerts supplement, and do not replace, the notice the county mails.

  24. Resident sign-up page with an email field, a property search showing street addresses with masked parcel numbers, and a field to watch a name.

    Watch properties and names

    Residents watch up to 10 parcels or names. Property alerts are sent only after the APN is confirmed; name alerts go out the day the Recorder index loads.