Refined Data Application - Release Notes 6.0

New Custom Forms feature 

Allows administrators to configure custom forms to capture specific details on properties such as contracts, rent roll, policies & procedures, insurance COPE attributes...etc. 

Easily view data captured on specific dates for historical reference and run extracts for reporting.

From the administration menu, select System >> Custom Forms and Add or edit an existing form:

Add a form name, select "Date Sensitive" to view data captured on specific dates and the record type.  Multiple records allow you to maintain more than one instance of the form. 

Add the form fields and select the field type:

Next - select the "Security Tab" to specify which roles and/or users can view the form, edit the form and extract the data.  If none selected, then these options will be available to all roles who have access to property details.

Once complete, you can access your custom forms from the property information screen:

From the Property List Screen select the Information Icon  beside the property you would like to view
or select "Property Details" from the menu on any Property Landing Page

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Then select the Menu to the right for the list of forms.

From the form screen, select "Edit" button at the bottom of the screen to add / edit values. 

Environmental Reports/Assessments:

The following updates have been made to support the management of recurring Environmental Reports and Assessments by providing a view of reports/assessments that are up-to-date, coming up as due or that have expired.  

Administrators can configure each report from the Admnistration Menu >> Evironmental >> Environmental Reports

From the selected report, use the menu on the right to open "Other Options"

From the options screen, select the appropriate level, whether the report/assessment is done at the Property, Building, or Unit level or if it is based on unique "document references" such as Elevator Certificates, where there may be one report expected for each elevator in a building based on the serial number (unique reference)

Make sure to also select the option to "Show on Recent Assessments Dashboard to view the report status in dashboards and the Report Frequency, this tells the system to look for reports within that frequency interval from today's date.

To view and manage Environmental Reports status:

Access the Portfolio Summary dashboard from the main menu or select a specific property from the Property List to view the Property Summary.

All configured reports will appear with a donut chart to show percentage or reports completed (based on the level and frequency selected) along with additional list options:

• Click the donut chart to generate a full list of reports by property or building with a green dot indicating the report is current and a red dot to show it is expired.  You can also extract this list. 
• Expired / Not Available link lists all Expired Reports, where the last report date for that Unit/Building/Property/Document Reference (as configured) has passed the frequency interval date set for this report type.  

From either of the above list screens, you can use the menu to the far right of any record to do the following:

Assessment Schedule:

• View the details on the report 

• Manually change the "Next Assessment Date" if it is an exception to the date populated automatically based on the configured report frequency.

• Add a comment about this specific report for reference

• Select "Not Required For This Property" to indicate that the report is excluded and not expected for this property. 

View Report: This option will take you directly to the Report Record within the Environmental Module where you can view details, attachments and report dates and make any necessary updates. 

• Excluded/Not Applicable lists any properties/buildings that are excluded from this report type, as indicated from the menu option above.