Property Details

The General Information pane contains information that was entered when the property was created. This information can be modified by clicking the Edit Property link (displayed if you have the appropriate security rights).

It may contain the following fields, but fields that were not specified when the property was created are not displayed.

• External Property Id 1 – a property ID associated with an external system
• Property Name – the name of the property
• Property Description – a description of the property
• Property Type – the type of property, for example, office, retail or manufacturing
• Address 1, Address 2, City, State, Zip, Country – the physical location of the property
• Sq Ft – the size of the property in square feet
• Property Currency – specifies the currency used at the property
• Property Tier – this field is reserved for future implementation
• Property Disposition – this field is reserved for future implementation
• Property URL – a link to an external internet address
• Operational Status – indicates the operational status of the property, for example, operational, under renovation, or vacant
• Status – indicates whether the property is Active or Inactive

The Facility Management pane provides information about the default contact for the property, the facility manager, and the manager of the region the property is in. The following information is displayed:

• Default Contact (Requests) – 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.
• Facility Manager – Select a default facility manager for the property.
• Region Manager – Select a default region manager for the property.
  

The Property Space pane provides information about the spaces defined within the property. This pane displays spaces only, not subSpaces. For each defined space, the following information is displayed:

• Status – indicates whether the space is currently Active or Inactive
• Description – the name of the space
• Account – the account number to which work orders costs associated with this space will be charged
• Contact – the name of the primary contact person for the space
• Room Type – the type of room the space is designated as (for example, office, restroom, or retail)

The Property Documents pane displays a list of the documents (for example, leases or contracts related to the day-to-day functions of a property). Property Documents can be associated with a property or a particular floor, space, or subSpace within the property.

For each property document, the following information is displayed:

• Location – The first column indicates the location within the property that the document is associated with. Location is highly configurable. Your system may display one or more of the following columns: Floor, Space, and SubSpace.

• Document # – This column lists the document number as a link. Clicking this link opens the document in a separate window if you have the appropriate application or plug-in to view it.

• Description – This column provides a description of the document.

• Type – This column lists the document type (for example, lease or contract).

• Expiration Date – This column lists the date when the document is no longer valid.

• Revision # – This column indicates which revision of the document is currently available.

• EDIT – Click this link to edit the document's storage information.

• DEL – Click this link to delete the document.

You can add a new document to the property if needed, by following these steps.

1. Click the Add Property Document link.

   A dialog box opens allowing you to define the document properties and select the document to add.

2. If you want to associate the document with a specific Location within the property, enter location values. Location is highly configurable. Your system may display one or more of the following fields.

   • Space/Floor – Select a value to associate the document with a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.

   • Floor – Select a value to associate the document with a particular floor within the property.

   • Space – Select a value to associate the document with a particular space within the property. You cannot select a space until after you select a floor.

   • Sub-Space – Select a value to associate the document with a particular subSpace within the property. You cannot select a subSpace until after you select a space.

   • Zone – Select a value to associate the document with a particular zone within the property.

3. In the Document Type field, select the type of document you are creating.

4. In the Document # field, enter a number for the document.

5. In the Description field, enter a document name or a brief description of the document.

6. In the Expiration Date field, enter the date when this document is no longer valid.

7. In the Public Document field, select Yes to make the document public.

   Public documents can be viewed by both full users and guest users; non-public documents can only be viewed by full users.

8. In the Revision # field, enter a revision number for the document.

   Revisions are often used to indicate amendments to the document.

9. Click the Browse button next to the Select File field to locate a document to attach.

   A dialog box opens, which allows you to locate the document you want to attach. You can attach a document from your local hard disk or any networked drive you can access. Documents should be no larger than 20MB; the larger the document, the longer it takes to access.

10. Click OK.

The Companies pane displays a list of the companies associated with these properties. This pane may contain a list of preferred vendors and contractors or a list of the tenants who lease space in the property. Companies are associated with properties on the Company Details page.

For each company, the following information is displayed:

• Company – the name of the company; clicking this link opens the Company Details page
• Address – the company address
• Category – the category of company (for example, caterers, general contractors, or tenants)
• Phone/Fax – the contact telephone and fax number for the company
• Minority – Yes if the company is minority owned
• Preferred – Yes if the company is identified as a preferred vendor

The Property Billing pane displays the fixed-fee billing rates defined for the property. For example, a property might bill a tenant a monthly fee for utilities based on square footage or a flat rate fee for parking. This pane will only contain information if the Property Billing module is enabled.

For each rate schedule in use, the following information is displayed:

• Rate Schedule – the name of the rate schedule containing the applicable billing rates
• ID – the identifier of the rate schedule rule, if one applies
• Flat Rate – the flat rate fee added to the total calculated fee amount
• Quantity – the billing quantity
• Unit Cost – the unit cost (which is multiplied by the quantity to determine the fixed fee)

At the bottom of the page, additional panes of information may appear if user-defined fields are associated with the property. User-defined fields allow information that is particular to a property be stored (for example, the number of parking spaces).

User defined fields are organized into groups. Therefore, this page may have a separate pane of information for each user-defined field group.