Propertyware Knowledge Base

Description

Notifications are sent to tenants and owners when certain actions are taken in Propertyware or in their portal.  Propertyware administrators can edit, view and test all notifications.  The following actions links are available for each notification:

Common Editing Options

Tenant and owner notifications have some very similar settings.  Clicking the Edit link will display these:

1.       Action Buttons –

§  Save – Saves all changes.

§  Cancel - Cancels all changes.  Restores to last save point.

§  Preview Alert – Shows a pop up window with a preview of the alert your owner will see.

§  Restore Default – Ignores all previous saves and restores to Propertyware’s default

2.       Alert Name – The name of the alert in Propertyware.

3.       Description – The description that appears to Administrators.

4.       Status – On or Off

5.       To be sent – The timeframe in which the alert will be sent.  In some cases this will be editable and can be set as a certain number of days before a particular date (e.g. Lease End Date).

6.       From – Will display as noreply@propertyware.com.  You can change this to any email address you like, however, changing the email address increases the chances the alert will be blocked by some servers.

7.       Reply to – Email address that is used when selecting “Reply To Email” from the Available Fields as a part of the alert text.

8.       CC – You can enter additional addresses to copy on the alert.

9.       BCC – You can enter additional addresses to blind copy on the alert.

10.    Use Logo – Tells Propertyware if you want the alert to pull your company logo from Setup > Customize > Alerts > Settings.

11.    Subject –Propertyware will automatically add a subject relevant to the alert you are sending.  This can be edited, or a variable can be used on Owner Notifications.

Editing  Text of Tenant Notifications

Propertyware administrators can edit custom alert text by click in the “Alert Text” field.  However, Propertyware merges content from the owner/tenant profile into each alert using mail merge.  Here is example text from an alert in Propertyware:

“Dear $payer, Your payment for $amount was received. $message Thank you. This is an auto generated email, do not respond.”

 In the example above, any item preceded by a $ indicates data that is being pulled from Propertyware and added to the alert.  Removing any content that begins with the $, will prevent Propertyware from merging the required data into the alert.

Customizing Owner Notifications

You can customize the complete content of your Owner Notifications.  Here are the options to edit the text:

1.       Subject –Propertyware will automatically add a subject relevant to the alert you are sending, but this may be customized to meet your needs.  Variable field values can be used in the Subject text by highlighting an available field in the lower section and clicking the Insert into Subject button.

2.       Available Fields – Similar to the Subject, or basic mail merge function, highlighting an available field and clicking the Insert into Text button will pull data from Propertyware and make it available in the email.

3.       Alert Text – The Alert Text editor area is where you enter your text.  The mail merge fields will also display in the editor when they are inserted.  You can insert images and links using the formatting options at the top of the editor.  You can also switch to HTML by using the “Code” tab at the bottom of the editor.

 Owner Notification Frequency

·         To avoid being inundated with numerous individual alerts, some Owner Notifications are delivered in a bulk format, with all applicable data contained in a table within the alert text.  For example, the Tenant Payment Received alert will send a single alert with a table that displays all tenant payments received for that owner on that date.   Going along with this attempt to consolidate, a new “Daily” Frequency has been created for these bulk notifications.  An alert will be triggered on a daily basis when an applicable event has occurred.  If there are no transactions, no email will be sent. Alerts that will follow this format are:

­    Work Order Pending Approval

­    Tenant Payment Received

­    First Past Due Tenant Notification

­    Second Past Due Tenant Notification

­    Insufficient Funds Notification

­    First Notice of Lease Expiration

­    Second Notice of Lease Expiration

­    Received Tenant Notice to Vacate

­    Vacancy Notification

­    Lease Renewal Notification

­    New Tenant Notification

­    Property Insurance is Expiring