Landscape Data Dictionary (Records and Contacts)

3/25/2025

This list contains only Record fields and Contact fields. Other fields belonging to Work Items, Tasks, Funding, etc. will be added later.

*indicates that the dropdown options can be customized in Settings > Work Items

**field restricted to Property records only (not Groups or Parcels)

Italics indicate the data name, as found in Data Viewer and Reports, if it differs from the name as it appears in the record context.

Record Details

General Details

Record Name Name	Text	Name of the record. Can be searched using the search function.
Alias	Text	Alternative names for the record. Semicolon delimited. Can be searched using the search function.
Type	Dropdown	The type of Record: Property = single interest acquisition; Parcel = sub-unit of acquisition; Group = bundle of Properties or Parcels.
Status	Dropdown	The status of your interest in the Property: Current Holding = You hold the interest; Active = You’re working on acquiring the interest; Inactive = Acquisition has gone dormant; Partner Holding = You assisted with the acquisition (now complete) but never held the interest; Disposed = Property was held at one time but has since been transferred.
Starting Acres Original Size	Number	Original size of record. Can be different than Current Size to account for amendments, partial dispositions, etc.
Identified On Started On	Date	Date the record was first identified for protection.
Description	Text	Description of the acquired interest, including resource description, project background, etc.
Categories	Dropdown*	Tags you can add to records. Common categories include ‘Co-held’; ‘Public Access’; etc.
External ID	Text	ID# used by your organization to identify the record.

Stewardship Details

All fields except ‘Is Stewardship Site’ are only visible if that field is set to ‘Yes’

Is Stewardship Site	Boolean	Sets the Stewardship Status of the Record. Stewardship Status allows you to indicate which records you have a stewardship responsibility for. Stewardship statuses should typically not overlap.
Stewardship Name	Text	Address of record
Stewardship Categories	Dropdown*	Tags you can add to the record pertaining to stewardship, like ‘Fall Monitoring’; ‘Trails Network’, etc.
Stewardship External ID	Text	ID# used by the organization for stewardship of the record (if separate from normal record External ID)
Stewardship Description	Text	Description of the record from a stewardship perspective. Trails, boundaries, ongoing issues, etc.
Access Instructions	Text	Access instructions for stewardship personnel, like gate codes, parking instructions, etc.
Emergency Instructions	Text	Emergency instructions for stewardship personnel, including location of nearest hospital, closest area with cell reception, etc.

Location

Address Address or Location	Text	Address of record
Directions	Text	Directions to record
Local Jurisdiction	Dropdown*	Town, City, or Jurisdiction of the record. Can be multiple entries, semicolon separated.
County Counties	Dropdown*	County of the record. Can be multiple entries, semicolon separated.
State States	Dropdown*	State of the record. Can be multiple entries, semicolon separated.
Project Area Nominal Project Area	Dropdown*	Organization-defined project area of record, like watersheds or focus areas.
Tax IDs	Text	Tax ID number
PLSS	Text	Public Land Survey System
Congressional Districts	Dropdown*	Congressional District
Upper State House District State Upper House District	Dropdown*	Upper State House District
Lower State House District State Lower House District	Dropdown*	Lower State House District
Legal Description	Text	Legal description of property. Usually from deed.

Acquisition Details

Interest Property Interest	Dropdown*	Interest of the acquisition. Should generally be a single interest: Fee Simple; Conservation Easement; Third-Party Management; Deed Restriction; Trail Easement; etc.
Acquired On Completed On	Date	Date interest was acquired by organization.
Stage**	Dropdown*	Stage of acquisition. Inquiry; Negotiation; etc.
Acquisition Method**	Dropdown*	Purchase, Bargain Sale, Donation, etc.
Purchase Price**	Number	Price paid for Property.
Appraised Value** Appraised Value Basis	Number	Appraised value of Property.
Donated Value**	Number	Donated value of Property.
Assessed Value** Tax Assessment	Number	Assessed value of Property.
Tax Exempt Until** Tax Exempt Until Dates	Date	Date that tax exempt status expires.
Recording Information**	Text	Recording information of interest. Registrar, Book & page, etc.

Advanced Counting

Calculate Current Size from Sub-Records	Boolean	Can be set to false if the size of the parent record does not equal the sum of its sub-record current size values.
Current Acres Current Size	Number	The size of the interest that is held by you or a partner. This can be different from the original size if the interest was amended or partially disposed of. If you dispose of a property or parcel, the current size will be set to '0'.
Conservation Acres** Conservation Size	Number	The number of acres protected. Independent from record status. Sometimes this will differ from the 'current acres' if, for example, you don't wish to count the number of acres in a development zone or building envelope.
Count as How Many Properties** Conservation Count	Number	Number of interests that you want to count the Property as. Typically 1 or 0. This exists to allow organizations to not ‘double count’ overlapping Fee / Easement Property Records.

Contact Details

Record Contact Fields (‘Contact Roles’)

These fields describe the relationship between the contact and the record. For example, they tell you that the contact 'Larry Smith' is the 'Landowner' and the 'Grantor' of the Property record you're viewing. They can only be seen if you navigate to a contact record from a Portfolio Record page. These fields are only visible from a ‘Contact Roles’-based view. They will not be visible from a ‘Contacts’ view.

Tags	Dropdown*	Allow you to tag the contact with one or multiple custom tags. Common tags include 'Landowner'; 'Grantor'; 'Monitoring Contact'; 'Co-holder'; 'Neighbor'; ‘Primary Contact’.
Start Date	Date	Is when the contact's relationship with the record began. Typically when they bought the property.
End Date	Date	The number of acres protected. Independent from record status. Sometimes this will differ from the 'current acres' if, for example, you don't wish to count the number of acres in a development zone or building envelope.
Record Relationship Notes Notes	Text	Notes about the individual or organization's relationship with the property. Examples might include 'Inherited property from parents. Absentee landowner'. Can also be an excellent place to store the ID number that a co-holder or partner organization uses for the Property in question.

Contact Details

These fields belong to the contact record itself. Edits made to these fields will affect the contact record in any other record it's associated with. For example, if you change the name of 'Leafy Greens Land Trust' to 'Leafy Greens Land Trust (Sally Smith)', it will be updated in all locations where Leafy Greens Land Trust is listed as a contact.

Display Name	Text	the full name of the individual, individuals, or organization. This is the only field which is searchable with the search bar. Here's what we recommend as the display name format for the following types of contacts so that you make the most of this ability: ● Individuals: '[First Name] [Last Name]' eg. 'John Doe' ● Couples: '[First Name 1] and [First Name 2] [Last Name]' or '[First Name 1] [Last Name 1] and [First Name 2] [Last Name 2]'. eg. 'John and Jane Doe' or 'John Doe and Jane Smith' ● Companies or Organizations: '[Name of Company] ([First Name] [Last Name])' eg. 'Leafy Greens Land Trust (Sally Smith)'
First	Text	First name. For organizations or companies, you may want to enter the first name of your primary contact at that organization.
Middle	Text	Middle name
Last	Text	Last name. For organizations this can be left blank.
Title	Text	Title/role of individual. Eg. ‘Vice President of Marketing’
Contact Notes	Text	Notes on the contact, but not about the relationship between the contact and the property. For example, 'Don't mention the Eagles (band or football team)'.
Communication Tags	Dropdown*	For specifying preferred methods of contact like 'Do not Call'. You can specify additional communication tags in Settings > List Items > Communications. You must be an admin to access settings.
External ID	Text	Customizable ID field. If you are maintaining a separate (non-integrated) contact list, for example in a CRM platform like DonorPerfect, you may wish to make the ID numbers from that system match the ID numbers in Landscape. You can then export the contact list from Landscape and compare it/import it into another system based on this number. If this is not a need for you, this number can be ignored. This is used to synchronize Salesforce and LGL records.
Salutation	Text	What you would say after 'Hi' or 'Dear'. Such as 'Hi Bob' or 'Dear Mr. Smith'
Alternate Salutation	Text	For noting an alternate to the above, like a more formal option.
Addressee	Text	What is written on the top line of an envelope above the address. This field accepts multiple lines.
Alternate Addressee	Text	Alternate to the above option