Propertyware Knowledge Base :: Contact Categories

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Contact Categories

Contact Categories, such as the Tenant Contact Category described below, classify your contacts by the type of business relationship you have with them.

Note: Tenant, Vendor, and Owner Contacts are created through Leases, Vendors, and Portfolios, respectively, and these types of contacts cannot be created directly from the Contacts tab.

Standard Contact Categories

The following is a summary of Propertyware's standard Contact Categories.

Tenant Contact Category - This category groups together your Tenant Contacts, who are either active or terminated tenants within Propertyware. Note that this contact category is automatically set when a contact is created from or attached to a Lease as a Tenant. You may not manually set this category for a contact.
Vendor Contact Category - This category groups together your Vendor Contacts, who are those individuals (i.e., service representatives) employed by your Vendors (i.e., PG&E). Vendors themselves are stored not as contacts but as Vendors within the Money Out Tab. Note that this contact category is automatically set when a contact is created from or attached to a Vendor. You may not manually set this category for a contact.
Owner Contact Category - This category groups together contacts attached to Portfolios. Note that this contact category is automatically set when a contact is created from or attached to a Portfolio as an Owner. You may not manually set this category for a contact.
Personal Contact Category - This category groups together your Personal Contacts, i.e., friends and family. Personal Contacts may be designated private and inaccessible to other users.

Custom Contact Categories

To create a Custom Contact Category:

Click the Contacts tab.

From the Related Activities menu on the left side bar, select Manage Contact Categories.
From the Create Category section, custom create a Category Name and then click Save.
Your newly created custom category will now be listed below under Contact Categories and within the "View By" Filter located in the Navigator menu on the left side bar of the page. The "View By" Filter allows you to search your contacts by Contact Category (i.e., search all Tenants or all Vendors).

Adding Existing Contacts to Leases & Vendors

You can add an uncategorized contact or a contact from your custom categories to a lease or vendor. (Note: Contacts should be attached to only one of the following: Leases, Vendors, or Portfolios.)

Leases

Click the Leases Tab.
The Lease Summary will appear by default. However, if you want to switch to the Lease Summary from the Tenant Ledger, choose Lease Summary from the sub-navigation bar.
If you are creating a new lease, click the New Lease button at the top of the page. Then complete entries in the displayed fields below.
If you are editing an existing lease, select the desired lease from the Lease Navigator menu and click the Edit button on its Lease Summary Page. Add tenants to the lease by clicking the Add Contact button and typing the appropriate name within the Add Contact window. Click Search, check the box next to the contact name, then click Done.

Now that the contact is attached to the Lease, you can add ePayment info, etc. to the contact.

Vendors

Click the Money Out Tab.
Vendors will appear by default. Choose the Vendor to which you'd like to attach the contact in the Navigator in the Sidebar on the left-hand side of the page.
Click the Edit button. Add Vendor Contacts to the Vendor by clicking the Attach Contact button and typing the appropriate name within the Add Contact window. Click Search, check the box next to the contact name, then click Done.

Assigning & Reassigning Contact Categories

To assign a contact to a Contact Category OR to reassign a contact to a different Contact Category, follow these steps:

Click the Contacts tab from any page of the application.

From the Related Activities menu on the left side bar, select Manage Contact Categories.
Under Contact Categories, a list of your Contact Categories will be displayed by Name and Number of contacts assigned to each category.
To assign a contact to a Contact Category, click the Assign button next to the Contact Category you wish to assign your contact.
From the alphabetized list of contacts, select the checkboxes next to the contacts you wish to assign to your selected category.
Click Done. Note however, when creating a New Contact, you will be prompted to select a Contact Category within the appropriate field and these steps will be unnecessary.
To reassign a contact to another Contact Category, click the Assign button next to the Contact Category you wish to reassign your Contact. From the alphabetized list of contacts, select the checkbox next to your contact.
Click Done.

Note: In Propertyware, Property Managers are set up as Users as opposed to Contacts and may be found within the User Accounts section of the application as opposed to the Contacts tab. Each time you create a Property Manager on a Portfolio or Building, Propertyware automatically creates a User Account for each such individual. Property Managers may access Propertyware after your Propertyware Administrator has configured their User Profiles and Passwords. If your Administrator opts to manually set a password, rather than prompt the application to auto generate one, the password must then be communicated to the user.