Refined Data Application - Release Notes 5.4.1 - 6.0

Property Summary Dashboard now includes Inspections section.  Clicking this will open the Inspections list for that property. 

"Information" icon also available to view Property Details for those with permissions:

New Dashboard Filter interface makes it easy to filter data across system dashboards.  

Access the filter from the home page >> top left gear icon >> Dashbord Filter

Various filters are available including:

• Owners 
• Asset Type
• Region
• Use Portfolio
• Status 

Selecting any of these sections applies the filter to other dashboards in the system, allowing you to view each dashboard with the applied filters.

Note:  Remember to return to the Dashboard Filter screen and "Clear Filter"  when complete as a best practice!

Survey Dashboard: Drill-down for compliance management

The Survey Dashboard now includes a new set of compliance analytics to support managers with identifying and reviewing non-compliant responses in Surveys and address them accordingly. 

Access the Survey Dashboard from the Property Summary - Surveys section or the Main Menu >> Surveys

Select the menu to the right of the survey and "Summary Statistics"

Compliant sites - lists all sites that have either not responded to the survey or have not provided any non-compliant responses

Non-Compliant Sites will list all Properties/Buildings who have provided one or more non-compliant responses in the survey. 

Sites Requiring Review, similar to Non-Compliant sites, will provide the list of Properties/Buildings and questions with non-compliant response. 

Compliance Drill-Down 

From either the Non-Compliant Sites or Sites Requiring Review screens, selecting the question count for "Non-compliant Answers" will open the survey questions directly for further review. 

From this screen, reviewers can:

• review the question response and any comments provided
• change the status to "Compliant" by using the available check box
• add comments for reference on the response or why the status was changed

If multiple questions, the reviewer can select next for the next question. 

Once complete, the green back arrow will apply all updates and return to the previous screen.

Use the Attachments tab to add relevant documents, Tasks tab to create a task for yourself or another team member and Comments for adding any additional comments about the form details then save the form.

If the "Date Sensitive" option was selected when creating the form, you will see an "Effective Date" field in the form.  You can input a previous date to view the data that was captured on that date for historical reference.

Use the menu to the right of the form title to extract the form data to a .csv and "Notifications" option to designate roles and users to be notified of any new comments or record updates.

For Multiple Record Forms:

Individual instances of the form can be added from the bottom right.  All records will be available from the form list screen.

The System Security Settings list can now be filtered by Module and User / Role to easily locate corresponding settings

New option to filter Environmental Reports by Report Type on property level list screen:

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.  The list will be sorted by the oldest date first as the one needing immediate attention. 

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.

From the Property Summary:

The Compliance Documents section will show past-due reports based on the oldest date to flag those that need immediate attention.  Click any report to open the record directly. 

When completing the same survey across multiple properties, answers can be copied from one property / building to another when in the browser/desktop* to save time on responding for more than one location.  Once copied, the survey can still be motified to provide specific details unique to that property or building.   

To copy answers, simply select the "copy" icon from the new survey and select the property or building to copy answers from. 

See the corresponding video below for a quick walkthrough of the steps. 

*option not yet available when completing surveys in the Mobile application. 

The order in which tasks are displayed in the Mobile Application has been updated to show tasks in the following order:

1. Tasks that have a due date, sorted by due date, oldest to newest (past due and coming up due)
2. Tasks with same due date: sorted alphabetically by task title within the due date
3. Tasks with no due date sorted alphabetically by task title

Find profile details easily using the improved design on user profile page.

Manage tasks, records, reports & messaging more intuitively with the addition of visual icons for section headers.