Propertyware Knowledge Base :: Creating Buildings

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Creating Buildings

Once you have created a Portfolio in Propertyware, you can add any number of Buildings to it. To create a Building:

Click the Properties Tab.
Then, from the Property Navigator menu on the left sidebar, select the Portfolio to which you would like to add a Building. Use the "View By" Filter to refine the Property Navigator menu by Portfolio. The menu will display your Portfolios, each identifiable by name and a yellow portfolio icon within a shaded gray row. Buildings, each identifiable by a blue building icon, will display below the associated Portfolio.
A Portfolio Summary will display for your selected Portfolio. From here, click the New Building button.
Complete the following fields:

Field Name	Description
Multi-Unit Building	From the drop down menu, select "Yes" if the Building contains 2 or more units. Next to "Number of Units" indicate how many units the building holds. You can further specify if the building has Units, Suites or Spaces. There is also an option for numbering the units using either the Alpha (Unit A, Unit B, Unit C) or the Numeric (Unit 1, Unit 2, Unit 3) option.
Portfolio	Select the associated Portfolio.
Building Type	Select a Building Type. To create a Building Type not displayed within the drop down menu, click the New button.
Building Name/Number	Enter a name for your Building (i.e., the building's street name or if a multi-unit building, the name of the complex). Up to 100 characters are allowed in this field.
Building Abbreviation	Enter an abbreviation to the Building Name. The application will automatically generate an abbreviation, taking the first 10 characters of the Building Name, which you may override. Up to 10 characters are allowed in this field.
Total Area	Enter the total area of the Building, either in square feet or square meters by toggling the drop down menu. If you selected "No" in the Multi-Unit Building field above, indicating that the Building is a single Rentable Building, the field entry you insert here will appear on your Propertyware website when marketing the Rentable Building for rent. Up to 10 characters and 2 decimal points are allowed in this field.
Number of Floors	Enter the number of floors in the Building.
Category	Select Residential or Commercial to designate the category of the building.
Neighborhood	Enter the neighborhood or district where the Building is located. This field entry will post on your Propertyware Portal when marketing vacancies within the Building. Up to 30 characters are allowed in this field.
Address & Address (Cont.)	Enter the Building address. For longer addresses, carry over the address in the Address (Cont.) field which provides surplus space for entry. Up to 100 characters are allowed in each of these fields.
City	Enter the city portion of the Building address. Up to 30 characters are allowed in this field.
State	Enter the state or province portion of the Building address. Up to 20 characters are allowed in this field.
Zip	Enter the zip code or postal code portion of the Building address. Up to 20 characters are allowed in this field.
Country	Enter the country portion of the Building address. Up to 30 characters are allowed in this field.
Custom Fields	Enter values for any Custom Fields that you have created, or click the New Custom Field button to set up a new field.
Amenities	From the selection window, select the checkboxes next to the amenities available in the Building. To add an amenity not included within the selection window, click the Add Amenity button on the bottom right corner of the page. The amenities you select here will appear on your Propertyware Portal when marketing vacancies within the Building.
Management Team	You can add your management team to the building. This can include property managers, leasing agents and maintenance managers. The newly added member will receive an email stating they were added to that building. The property manager designated here will appear as the leasing contact for the Building, displayed by name, telephone number and email, on your Propertyware Website. When a prospective tenant submits an Online Guest Card from a rental listing on your website, an email notification will be automatically delivered to the Building's property manager. If the relevant property manager does not appear as an option within the selection window, click on the New Property Manager button to create the contact. Click the arrow to expand and collapse this section. *FAQ: What happens if I don't designate a Property Manager for the Building?* For purposes of designating a leasing contact on your Propertyware Website and delivering your team prospective tenant inquiries via the Online Guest Card, the application will, by default, assign and deliver these inquiries to the property manager assigned to the building's respective Portfolio.
Marketing Information	If you subscribe to Propertyware's Marketing Module, you will be prompted to enter the following Marketing Information: Marketing Name - Enter the name of the Building as you would like it to appear on your Propertyware Portal when marketing vacancies within the Building. By default, the application will set the Marketing Name to the Building Name, which you may override. Up to 100 characters are allowed in the Marketing Name field. Available Date (Rentable Buildings Only) - Use the calendar icon to enter the date when the Rentable Building is available for rent, and if currently occupied, the date when it is available for turnover to a new tenant. Target Rent (Rentable Buildings Only) - Enter the market rent for the Building, expressed as a dollar amount per month, per square foot/month, per square foot/year, per square meter/month, or per square meter/year by toggling the drop down menu. Target rent is compared against actual rent in Propertyware reports. Target Deposit (Rentable Buildings Only) - Enter the required security deposit, either as a dollar amount or text entry, such as "one month's rent." Website Link – click the View Portal link here to view how the Building appears on your Portal. Description - Enter a description of the Building as you would like it to appear on your Propertyware Portal when marketing vacancies within the Building. There is no limit to the number of characters allowed in the Description field. Other Tenant Charges (Rentable Buildings Only) - Enter any charges (other than rent) that the tenant is responsible for paying (i.e., utilities). The text you insert here will appear on your Propertyware Portal when marketing the Rentable Building for rent. Up to 255 characters are allowed in this field.
Maintenance Settings	If you subscribe to Propertyware's Maintenance Module, you will be prompted to set a Maintenance Spending Limit. This is a monthly or yearly limit for maintenance bills created by work orders on this building. Toggle the drop down menu to either "no limit," "monthly limit," or "yearly limit." If you select a monthly or yearly limit, then enter a spending limit amount within the pop-up window. Based on the amount entered, the application will calculate how much of the spending limit has been spent on maintenance and display it on all new work orders created for the Building.

Once you have completed entries in the above fields, click the Save button and the Building Summary Page for the newly created Building will then display.
From the bottom table on the Building Summary Page, you may then attach images to the Multimedia Section, view automatically generated Valuation information and a history of Attached Leases and Maintenance (Work Orders and Service Requests) for the newly created Building, as well as attach any Insurance or Mortgage information, Notes and Documents.

Field Name	Description
Multimedia	Attach any images of your building here, in either .jpg, .gif or .png file types. If you subscribe to Propertyware's Marketing Module, any images you attach here will appear on your Portal when you publish the building online.
Attached Leases	From the Attached Leases tab, a history of all leases (both terminated and active) will display. Note: No history of attached leases will appear for a newly created Building until a lease is created.
Maintenance History	If the building is considered a "Rentable Building" in Propertyware (i.e., a single unit building, a History of all Maintenance done on the building (Work Orders and Service Requests) will display, with a link to each individual Work Order and Service Request.
Insurance	From the Insurance tab, click the Add Carrier button to attach insurance information related to the Building, including carrier name, policy number and premium amount.
Mortgage	From the Mortgage tab, click the Add Mortgage Info button to attach mortgage information related to the Building, including borrower and lender contacts, interest rate, principal balance, monthly payment amount and more.
Valuation	From the Valuation tab, an estimated valuation for the Building and available comparable sales, or comps, will automatically display from www.Zillow.com *Note: Why is no valuation retrieved for the Building?*Zillow.com is an online real estate service for estimating home valuations and therefore, valuations will not appear for office or commercial Buildings. Furthermore, any estimated valuation retrieved is dependent on the accuracy of the address entered for the residential Building (see Address fields above to verify correct address entry).
Notes and Documents	From the Notes and Documents tab, you may attach any notes (i.e., notes memorializing the location of emergency shut-off valves within the Building) or documents specific to the Building (i.e., floor plans, drawing files or any other document limited to a file size of 12 megabytes each). Simply click the Attach Notes and Attach Documents buttons.