Edit Property

The Edit Property page allows the system administrator to change the information stored for an existing property.

To open the Edit Property page:

  1. Open the Administration Menu page.

  2. Under the ADMIN heading, click Edit a Property.

At the top of the page, the following links are displayed allowing you to access other pages that are related to a properties:

  • Location – Locations are highly configurable. One or more of the following links may be displayed:
    • Space/Floor – Used to set up suite, floors, or other designations of space within a facility.
    • Floors – Available if the Space module is active. Used to add and configure floors within a property.
    • Spaces – Available if the Space module is active. Used to add and configure spaces within a property.
    • Sub-Spaces – Available if the Space module is active. Used to add and configure subSpaces within a property.
  • Property Accounts – Used to create the "charge to" account numbers used for billing work orders in the Logbook and Work Order modules.
  • Property Guests – Used to easily view and create named guest users for a property.
  • Property UDFs – Opens the Property Details page where user defined fields can be accessed and edited.
  • Property Documents – Used for setting up contracts or other documents related to the day-to-day functions of a facility.
  • Property Comments – Used to enter and track comments for a space or floor at a specific property.

To select the property to edit:

  1. Click SELECT PROPERTY.

    A dialog box opens allowing you to select a property.

  2. Enter search criteria to locate the appropriate property.

    You can search by property name, address, or description.

  3. Click FIND.

    A list of properties that match the specified criteria appears.

  4. Click the name of the property you want to edit.

Once you have selected a property, you can modify the information in any of the following panes:

ClosedProperty Details

Property Details pane provides basic information about the property. You can modify any of the following fields:

  • Property Name – This field contains the name of Property.

  • Property Description – This field contains a description of the property.

  • Property Type – This field categorizes the type of property, for example, Office, Apartment, Bank, and Residential.

  • Address 1, Address 2, City, State/Province, Zip/Postal Code, Country – These fields define the physical address of the property.

  • Language – The language field determines the language that language-enabled print and email tokens are translated into on printed forms and outbound emails. For more information, see Training – Tokens. This value does not change the language the user interface is displayed in.

  • Time Zone– Specifies the time zone in which the property is located. If you try to change the time zone, a message warning that modifying the time zone may effect Service Level Agreement (SLA) calculations appears. Therefore, caution should be taken when modifying the time zone.

  • Currency – Select the default currency for the property.

  • Location ID – Specifies any property or location identifier assigned by the owner of the property (not by the system).

  • Accrual Account – Specifies the account number of the accrual account used at the property.

  • Territory – Specifies any identifier of the territory in which the property is located as assigned by the owner of the property .

  • Cash Account – Specifies the account number of the cash account used at the property.

  • Latitude and Longitude – These fields are used in conjunction with the GIS Module. Data must be imported prior to field population to locate addresses for route structuring.

  • External Property ID 1 – This field is used for storing a value needed to map company information from the system to third party applications, such as accounting systems.

  • External Property ID 2– This is an additional field that is used for storing a value needed to map company information from the system to third party applications.

  • 2R – This field is used to populate a column in an interface file.

    If the property needs to be mapped to multiple external systems, you can enter multiple values in the External System – Property ID Mapping pane.

  • External Property ID – EP – This field is used to identify a property within the EP module and is only editable by a super administrator.

  • Property URL – This field specifies the internet address of a web page associated with the property.

  • Status – This field indicates whether a property is Active or Inactive. Since properties cannot be deleted, setting it to Inactive prevents it from being accessible throughout the system.

    All open work orders, schedules, and projects must be inactivated before a property can be made Inactive.

  • Create Date – The date on which the property was created (entered into the system). This field is not editable.

  • External Update Date – The date on which the property was last updated through an external API update. This field is not editable.

ClosedProperty Size

Property size fields provide information about the physical size of the property. You can modify any of the following fields:

  • Unit of Measurement – This field specifies the unit of measure for the property, either SQ Feet or SQ Meters.

  • Aggregate Total Area 1 – If the Space module is enabled, this value reflects the calculated total number of square feet or meters that are classified as Total Area 1 for all spaces within the property.

    Area 1 normally classifies the main usable area contained in the space.

  • Aggregate Total Area 2 – If the Space module is enabled, this value reflects the calculated total number of square feet or meters that are classified as Total Area 2 for all spaces within the property.

  • Area 2 normally classifies any auxiliary area (such as closets) contained in the space.

  • Measurements – These values indicate the area of the property, broken down into Office, Warehouse/Industrial, Manufacturing, Retail, Residential, and Other classifications. The Total field is used to specify the total area, but it is not calculated from the individual measurements.

The following fields are available for super administrators only.

  • Administrative Use Only Measurements – These values indicate the area of the property, broken down into the types of spaces but is available for viewing and editing by super administrators only and are used for billing purposes.

  • Admin Property Comments – Enter any comments pertaining to billing in this field.

  • User SQF Update Date – This non-editable field indicates the last date and time the Measurements fields were updated (not the Administrative use Only Measurements fields).

ClosedWork Order Options

The Work Order Options fields provide information needed to process work orders at this property. You can modify any of the following fields:

  • Default Company – Select the default company for this property. The default contact must be associated with the selected company.

  • Default Contact – Select a default contact for the property. This contact is used as the Assigned To user for work orders if the system cannot resolve the assignment using assignment rules.

  • Default Service Co – Select the default service company. The default service contact must be associated with the selected company.

  • Default Service Contact – Select the default service contact for a property and is used for informational purposes only.

  • WO Format – Reactive – Select the format to be used when printing reactive work orders. If no value is specified, the system default format is used.

  • Send Close Notifications – Reactive / Scheduled – Select Yes to enable property the ability to send email notification to the person who made a request, after the request is closed. The notification email will include a link to the request ID so the requestor can view the resolution. The super administrator must enable the Close Notifications ability for the entire installation for this feature to operate properly. Separate values can be set for reactive and scheduled work requests.

  • WO Format – Scheduled – Select the format to be used when printing scheduled work orders. If no value is specified, the system default format is used.

  • Print Procedures w/WO? – Select Yes to indicate that if a work order has a procedure associated with it, both the work order and the procedure should print when the work order is printed.

  • Materials List – This field specifies the materials list to be used for adding material items to work orders (on the Work Order Financial page) for this property. This value is used only if the property does not use the Inventory module.

  • Invoice Format – Select the format to be used when printing invoices. If no value is specified, the system default format is used.

  • SLA Service Hours – Specify two time values to define the time range used for SLA calculations on this property. For more information, see SLA Response and Completion.

  • SLA Excludes Weekends? – Select Yes to indicate that Saturday and Sunday should be excluded when calculating the SLA Estimated Response and Estimated Completion times at this property. 

  • Auto Notify Time Select a value to indicate the amount of time after the start date/time of a work order for the email notification to be sent to the requestor. Select No to disable auto notification. For more information, see Auto Notifications.

  • Priority List – Select the custom priority list to be used for work orders at this property. If no value is specified, the system default priorities are used.

  • Holiday Schedule – Select a holiday list schedule which specifies the days on which the property is not open.

  • Sales Tax Group – Select the sales tax group which specifies the sales tax rates for labor, materials, and other costs, that will be used at this property.

  • Inventory? – Select Yes to indicate that the Inventory module will be used with this property.

  • Allow Surveys? – If you want to allow surveys to be sent out at this property when work orders are completed, select Yes and then select the survey rules set that will be used at this property. For more information, see Survey Rules and Setting Up a Survey. If surveys are going to be used at property, the Allow Surveys flag must be set for the appropriate spaces within the property as well.

  • Default Cost Center – Select the default cost center associated with the property (on the Work Order Financial page). This value is used for billing purposes.

  • Rate Schedule– Select the default labor rate schedule used at this property. For more information, see Labor Rate Schedules.

  • Budget Calendar – Select the budget calendar to be used at this property. For more information, see Budget Calendar.

  • COA Primary/ COA Customer Select values to indicate the Chart of Accounts used at the property and for a third party system.

  • Create Account – Select Yes if you want allow users to be able to create accounts for entering costs on work orders at this property.

  • Default NTE Amount – Specify a value to indicate the default Not To Exceed amount (maximum cost) for work requests created at this property.

ClosedRegions

The Regions pane allows you to associate this property with one or more regions. This pane provides the same functionality as that provided on the Associate Properties to Regions page.

To associate a property with a region:

  1. Click the SELECT REGION button.

    A dialog box opens allowing you to select a region to associate this property with.

  2. Enter search criteria to locate the appropriate region.

    You can search by region name and company name.

  3. Click FIND.

    A list of regions that match the specified criteria appears.

  4. Click the name of the region you want to add this property to.

ClosedWarehouses

The Warehouses pane allows you to associate this one or more warehouses with this property. Warehouses are used in conjunction with the Inventory module, and allow material items entered on the Work Order Financial page to be deducted from the specified warehouses. For more information, see Warehouses.

If you associate warehouses with a property, users can only pull inventory from these selected warehouses or warehouses that are associated with them personally, through their user account.

To associate a property with a warehouse:

  1. Select a warehouse from the Warehouse field.

  2. Click ADD.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

ClosedProperty Billing

The Property Billing pane displays a list of the fixed-fee property rate schedules associated with the property and allows you to define a new rate schedule rule for the property. For more information, see Property Billing.

The Property Billing pane is only displayed if the Property Billing module is enabled.

To add a new rate schedule rule:

  1. In the Property Rate Schedule field, select the base rate schedule that the rate schedule rule will apply to.

    These rate schedules are defined on the Property Billing tab of the Property module, not on the Administrator's Rate Schedule page.

  2. Click the Add Rate Schedule Rule link.

    The Add Rate Schedule Rule dialog box opens.

  3. Specify the property to which the rule applies.

    Rate schedules associated with a region cannot select a property.

    • To apply the rule to a particular property, click the Property Select link and select a property.

    • To apply the rule to all properties of a particular type, select a value in the Property Type field.

  4. You can values to override the Flat Rate, Quantity, or Unit Cost.

    If you enter a Quantity value, that value will be used to calculate the area-based fee instead of the area value specified on the Edit Property page.

  5. In the Property Size UOM field, select a value to override the type of area the fee will be calculated upon.

  6. Click OK.

ClosedExternal System – Property ID Mapping

The External System – Property ID Mapping pane allows you to map the property to multiple external systems, such as accounting or imaging systems, allowing a different property ID to be specified for each system.

To create external system ID mappings:

  1. In the External System field, select the system you want to create a mapping for.
  2. In the External Property ID field, enter a value to map the system-generated company ID to the property ID used by the external system.
  3. In the External Property ID 2 field, enter an additional value to map the system-generated company ID to the external system.

  4. Click ADD.

    The created mapping is displayed at the bottom of the pane. You can delete a mapping by clicking the DELETE button.

ClosedZones

The Zones pane allows you to associate this property with one or more zones. Zones are a method of grouping multiple properties together, such as the multiple buildings on a college campus, so that they can be managed together. For more information see Property Zones.

To associate a property with a zone:

  1. Select a zone from the Add Zone field.

    Only zones that are appropriate for this property are displayed.

  2. Click ADD.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

ClosedAccounts

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that properties use to classify revenues and expenditures.

To specify an account:

  1. Expand the Accounts pane.

  2. Click the Add Another Account Group link.

    The Accounts pane expands to display the account definition options.

  3. In the Account Group field, select the type of accounts you want to add.

    An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

  4. In the Billing Type field, select the type of billing you want to use for this entity.

    The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

    Note:

    Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

  5. Configure the accounts you want to associate with this entity.

    You can associate one or more accounts.

    1. Click the Add New Link.

      The Add Account String dialog box opens.

    2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

    3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

    4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

    5. Click ADD.

    The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

  6. Click OK to save the account configuration.

    You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

ClosedOther Options

The following options can be modified:

Purchasing Module Options

  • Default PO Format – Select a value to indicate the default purchase order format for the property.

  • Ship To – Enter a value to specify the default shipping address that will be used when generating purchase orders at this property.

Visitor Module Options

  • Allow Visitor Registration? – Select Yes to indicate that the Visitor module will be used by this property. Access to the Visitor module is controlled on an installation-wide basis by an option set on the super administrator's installation page. For installations with multiple properties, this field allows the Visitor module to be turned on or off for individual properties.

  • Visitor Image File Name – Enter a value to specify the name of the image file that will print on visitor badges. This file must be stored in the customer images directory.

  • Visitor Desk Hours – Enter two time values to indicate the hours that the visitor desk is open.

  • Visitor Desk Refresh Rate – Enter a numeric value, in seconds, to indicate how frequently the Visitor Desk page is refreshed with new data. A checked-in visitor's name remains on the Visitor Desk page for the duration of the refresh rate or until a new visit is added which forces a refresh and removes check-in visitors from the list.

  • Visitor Desk Window – Enter a numeric value, in minutes, to indicate the length of time visits will be displayed on the Visitor Desk page for this property. For example, setting this value to 1440, causes all visits that occur 1 day before and 1 day after the current date/time ( 1 day * 24 hours * 60 minutes = 1440 minutes) to be included on the Visitor Desk page.

Reservations Module Options

  • Allow Reservations? – Select Yes to indicate that the Reservations module will be used by this property. Access to the Reservations module is controlled on an installation-wide basis by an option set on the super administrator's installation page. For installations with multiple properties, this field allows Reservations Visitor module to be turned on or off for individual properties.

Billing Options

  • Remit To – Enter a value to specify the Remit To address that will be used when generating invoices at this property.

  • Bill To – Enter a value to specify the Bill To address that will be used when generating invoices at this property.

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