5.2.1 Property Portal Setting - Workbench
Agent Preferences setting
Before you start to give unit holders access to the Property Portal, you want to change the settings and make sure that everything is set accordingly beforehand.
This can be done via the cog icon on the top right hand side of the Workbench:
From here you are taken to global agent settings that will affect your organisation as a whole and therefore it is strongly advised that this section is not accessed or changed by everyone. It contains various tabs and the one relevant is the Branch and Property Portal tab.
Branch Tab
This tab is where you alter your branch settings. If for example you have a branch in London and another one in Manchester. You would set this up here.
It then allows you to have different Property Portal settings for each Branch. It also allows you to alter your Logo, Letterhead and Signatures that are used in the system.
The URL slug can not be edited and it is responsible for displaying your logo on the Portal login page for portal users to see.
Portal Tab
Here you can adjust the overall setting of the Property Portal. It can be different for each branch that you have. First select the branch you wish to alter and after this you are presented with various options that allow you to take control of the Property Portal and the content available to the Property Portal users.
Portal Branding
This screen contains the URL which allows you to display your company logo when portal users login to the Property Portal.
You can also adjust the colour scheme of the Property Portal to suit your company colour palette:
Portal Contact Details
Allows you to enter contact details that go on the Portal. You can even paste in an image into the Contact us Text.
Portal Access Control
What Portal Directory options should be set at Block Level:
This first option allows you to turn the Directory on/off within the Property Portal. The Directory allows leaseholders to publish their email address, contact details and name to the Property Portal so it is visible to other leaseholders who can access the Directory. More info on the Directory is on this article: 5.4.1 Home
What Management Team / Directors Portal should be set at Block Level:
The second option allows you to turn the Directors Portal on/off within the Portal. The Directors Portal allows Management Team / Directors to have a more features on the Property Portal such as Reports and Document Type visibility compared to regular Portal Users.
Display Reporting menu in Directors Portal:
This third option is reliant on the second but it is an additional feature for the Management Team / Directors when they log in to see a list of reports that is similar to the one in the Block Area.
There are 4 options for all options drop-down:
- Always On - This turns the Directory on for all leaseholders in all blocks. You CANNOT override this inside the block settings as it is set at the branch level.
- Always Off - This turns the Directory off for all leaseholders in all blocks. You CANNOT override this inside the block settings as it is set at the branch level.
- Default On - This turns it on for all NEW blocks but within the block, there is settings screen where you can toggle the directory on or off just for that particular block.
- Default Off - This turns it off for all NEW blocks but within the block, there is settings screen where you can toggle the directory on or off just for that particular block.
The Settings screen for the block can be accessed via the menu option in the Block Area -> Finance -> Setup -> Property Portal:
Directors Portal Report Visibility
This section allows you to control which reports are available to Management Team / Directors if the reporting menu has been turned on by using the toggle switch.
Demand Production
This allows you to set the demand delivery option that the users should have when they use the Property Portal. There is a selection of Paper, Email, or Both.
Report a Problem
This allows you to turn on or off the option for unit holders to Report a Problem through the Property Portal. It also allows you to give them the option to set the visibility of a ticket raised if you have the Ticketing module to a Unit, the Management or the Block. More information on these visibility types can be found on: 6.4.1 Publishing Tickets to Leaseholders
Comments
If you have the Blocks Online Ticketing module activated then you can decide whether leaseholders can comment on the tickets that are created by either the Agent or the ones created by the leaseholders themselves. The Message Board is a standard feature in the Property Portal however you can decide if Leaseholders are able to Post and Comment on messages with this setting.
Document Type Visibility
This section allows you to select the document type that is visible to Portal Users. When users click on documents in the Property Portal, only the active document types are show here.
Any document that is uploaded under these document types will be visible based on the toggle beneath the user columns.
The document type can either be selected to be on by using the toggle switch for:
- Leaseholders (Regular Portal Users)
- Management Team / Directors
- Leaseholders and Management Team / Directors
If you leave the toggle on just the Leaseholder then only the Leaseholder will have this document type visible on the Portal. The feature was added with flexibility and leaves the decision to the user on how it should be set up even if such scenario has not occurred yet.
If a Management Team / Director logs into the Portal and goes to the Document screen, they are also able to see which document types are visible to Leaseholders as well. It is flagged as LH. More info on this KB article: 5.4.4 Documents
Related Articles
5.1.1 Property Portal Overview
The Blocks Online Property Portal allows managing agents to give their Leaseholders, and other property owners, online access to key information and tools relating to the running of their property. The Property Portal can be accessed through the ...3.5.6 Property Portal
Accessed via Workbench -> Settings This tab allows you to alter the details related to the Portal. There can be different Portal settings for each branch: Here you can change the colour scheme of the Portal and all the other details within the ...4.11.7 How to produce a Leaseholder statement or statements?
There are three main system areas where leaseholder statements can be produced: 1. In the Block Area -> The Block -> Block Reports ->Leaseholder Statement -All Units can be produced for all units in a block: Once you have selected ‘Leaseholder ...4.2.9 Additional Settings
There are some additional settings that can be set for the block. You may wish to familiarise yourself with each module before you making the changes. Each of these settings are only available if you are subscribed to the additional modules. Please ...5.3.4 Giving Access to the Portal
To give a property owner access to the Property Portal, the user’s details, including email address, must be entered through the Block Area: The Block -> Block Summary There are 2 places where you can send an invite to the Property Portal: Block Area ...