Propertyware Knowledge Base

• Creating a Contact
• Contacts Homepage
• Contacts Navigator
• Creating Custom Views of Contacts
• Mail Merge from the Contacts Homepage
• Categorizing Contacts

Contacts can be categorized in four broad types in Propertyware: Tenant, Owner, Vendor and Other. New contacts created from this area of the application will automatically be addedas a typr "other." Once a contact has been created here, however, you can associate it with a lease, portfolio or vendor from the respective areas of the application.

To create a new contact:

1. Click the Contacts link from main navigation.
2. From the Contacts Homepage, click the New Contact button.
3. Complete the form with the appropriate information
4. Click the Save button to submit your changes.

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The contacts module now includes a homepage with customizable views and call out snapshots for basic contact information. The contacts homepage also includes a new feature to select items to either create a mail merge or mass email. The new leases home comes with one default view, but other custom views can be created by any user any shared with your entire team.

#1: Select the View. The top of this page has a dropdown menu where you can select a view of your contacts or create a new view.

#2: Action Buttons. These action buttons let you interact with the data in your contact view. Use the check boxes that appear in the first cell of each row to select the items you would like to perform the desired mass actions. These mass actions include delete, mail merge or email.

#3: Summary Header. This section displays the total of all contacts in your selected view, including those that are tenant, owners and/or vendors.

#4: Pagination. The home page view by default displays 10 items. You can increase the number of items shown or navigate between pages of data by using the link at the bottom of the table. You can also mouse over the contact Name fields and see a quick snapshot of the basic contact information.

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The Contact Navigator, located on the left sidebar within the Contacts Tab, allows you to search for your contacts by name. The Contact Navigator hides when you choose other menu items, such as My Tasks, on the Sidebar. The Contact Navigator offers various filters to help you search your contacts both alphabetically by name and by Contact Types, such as Tenant,Owner, Vendor and Other.

The Contact Navigator contains the following components:

• Filters. The top section of the Contact Navigator contains drop down menus that allow you to filter your search results, which appear in the window below. These filters include:
  
  
  • Alphabet Filter. This is the first filter within the Contact Navigator; it allows you to filter your search by the first letter of the contact's last name.
  • "View By" Filter. This filter allows you to search your contacts by Contact Category, such as Tenant, Vendor, Owner, or other categories.
    
    
• Active/Inactive. Any contacts attached to a deactivated lease or portfolio will be available in the navigator only if the "inactive" radio button is selected from the options here.

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You can create an unlimited number of custom view that can be private or shared with the entire management team. To create a new custom view:

• Click the Contacts link from the main navigation.
• Click the New View link from the header section.
• Enter a Name for your view.
• Check the Share This View check box to have it appear in the list for all the users of your Propertyware account.
• Select the Columns of data to appear in your view.
• Filter the data in your view by adding a custom filter. Select the column of data to filter, set the condition and then enter the value. Be sure to click the Add Filter button once you are done.
• Click the Save button to create your new view.
  

Best Practices

• Filter data one column at a time until you achieve the optimal view. All filters added to a view are an “AND” to the prior filter set.
• Shared views can be edited by other users

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You can mass mail merge right from your contacts homepage. Mail Merged documents can be printed, emailed and/or attached to the respective contacts.  To mass mail merge a document to a series of selected leases:

• Use the check boxes that appear in the first cell of each row to select the items you would like to perform the desired mass actions. These mass actions include delete, mail merge or email.
• Click the Mail Merge button at the top of the screen
• From the Select Template scroll bar menu, select a mail merge template. To preview a template, click the Preview link from the preview pane to the right of the scroll bar.
• Choose from one of the following actions:
  • View Document. Clicking this button will merge the selected template with relevant lease and generate an Adobe Acrobat PDF document. Once you are in Adobe Acrobat Reader, select the Save As option from the File menu on your browser to save the document to your computer.
  • Attach to Lease. Clicking this button will attach the document to the contacts, under the Notes and Documents Tab.
  • Done. Clicking this button will return you to the Contacts homepage.

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You can mass email selected individuals right from the contacts homepage. To send a mass email:

• Use the check boxes that appear in the first cell of each row to select the items you would like to perform the desired mass actions. These mass actions include delete, mail merge or email.
• Click the Email button at the top of the screen
• The Send Email screen will appear with the To: set to selected recipients. This indicates that the email will be sent to all the contacts associated with your view.
• Enter the required fields and click the Send button to email.
• An activity will be logged on the Activity History table on each contact selected.

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You can categorize contacts of type "other" into your own custom categories. By default, contacts of type "other" are in a category called "uncategorized." To create a new category or reassign contacts between categories:

1. Click the Contacts link from main navigation.
2. From the Contacts Homepage, click the Categorize Contacts link from the Related Activities menu located in the left side navigation.
3. Click the New Category button to create a new category for your contacts.
4. Click the Assign button in the action column to reassign any contacts into the categories displayed.
5. Click the "Back to Contacts" link at the top of the screen when you are done.

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