February 2025 – PRIME ISITE LTD

There is now the ability to add an Engineer on the Organisation record. This function allows users to add an engineer, where the supplier is a single operative supplier. There is also a Create button next to the field so that the user is able to add a contact if one does not exist. (Note, this does not give that contact access to the system and is only there to use their contact details for emailing and assigning work purposes)

Note: If the Engineer field is populated, then this will transfer onto the Work Order when the Supplier is selected /assigned

Engineer field selectable in Column selector list

Users now have the ability to select the Engineer field to be displayed in the Organisation Search screen via the column selector list

Auto-populate Engineer stated on Organisation record

Where you have a small supplier organisation with a single resource to select from, the user will be able to add an engineer on the Organisation record, this contact will auto populate onto the work order when the supplier field is populated with the relevant Organisation

Ability to Cancel a Service Request with NO work Order created

Users with permissions can now cancel a Service Request by selecting the Cancel icon as shown below

The following screen will be presented to the user and they will be required to provide a reason code and add comments when electing to cancel a Service Request

Cancelling a Work Order – No work carried out

A work Order maybe cancelled as long as there has not been any work carried out on the work order. If work has been carried out, then there maybe associated costs for the work carried out, so in this case, the user will not be able to cancel the work order

The user is prompted with the following screen. They will be required to select a reason for cancelling and to also select to Resolve the associated Service Request

If the Service Request has more than one work order assigned to it, the user will not get the option to resolve the Service Request, as ALL the work orders will need to be at Cancelled status and that no work has been carried out on them

Indication on Work Order when Engineer views on Mobile

There is now an indication on the work order that shows when the engineer views the details on their mobile device.

Note: If work orders are returned and then re-assigned, once these are viewed, then the latest date and time will be reported

There is also an email notification sent as shown below

Ability to add Asset records to Basket function for bulk edits

The ability to Add assets to Basket and Go To the basket has been added to the ‘More Actions’ menu. The user then has the ability to scroll through the required asset records and adding them to the basket.

Note: This has also been extended to all records where a basket option exists

Once the assets have been added to the basket, the user now also has the option to Go To Basket from ‘More Actions’ menu where the added assets will be visible and from here they can carry out the bulk edits

Ability to Clone Leases

With permissions configuration (iSite Admin), Users can now have the ability to clone Lease records from an existing Lease. This is carried out from the ‘More Actions’ menu. A duplicate record will be created and the user can then amend the detail they need for the new Lease record before they Save.

Config key to set Lease name + contract fields (iSite Admin)

Two configuration keys have been created for (iSite Admin users) so that these control the way the Lease Name and Contract fields behave so that they populate accordingly. This has been introduced for a specific client request and can be left switched off for other clients

With the configuration set to True for the key LeaseSetContractByLandlordAndTenant, the user will start to create the Lease record leaving the Contract field unpopulated, as this will auto populate when the Landlord and Tenant fields are populated as the user clicks away on another part of the record screen.

For the second key LeaseSetNameByFieldsAndTenant, if the client has a UDF set up to enter a Unit Number/Name related to the Parent property, then this key will interact with the Lease Name field. If UDF name field set here but does not exist on system, or value is empty, the Property will be selected.

To ensure only Property is selected ( and NOT UnitNumber/Name) for the Lease name, the setting here would be [Property][Tenant]

Leave this config setting blank if you don't want the rules to apply if UDF not present.

Note: If UDF is used and is changed or contents deleted, the user will require to make a change on the normal fields (Landlord or Tenant) for the change to take affect on the Lease Name as deleting the UDF will then enter the Property Ref details. This is because the key cannot involk the change via the UDF

So these key settings will do the following;

Set the Lease Name field to populate with Tenant and Property field / or Unit Number/Name details

Set the Contract field to populate with Landlord and Tenant field details

Lease Clause widget reformat

The Lease Clause widget has been reformatted to make it more user friendly and to include the ability to assign a notice frequency and Contact/Mailing group when events are expiring

Current Clause widget format

New Clause Event widget format

The wording Break option has been replaced with Event as that is more relevant to these actions

Setting up Events

User will create events by selecting the ADD button. If Event Types are set up in the admin screen, then related fields will auto populate from there such as Event Frequency Period and Contact

When Event is added, the user will see the following in the Current section. The user has the option to mark this event as ’Completed’ either when the event has expired or it may be before expiry date, at which point it will move into the History section. They also have the option to ‘Delete’ if they have made a mistake. But they will have to re-add the line to replace the deleted line

User must save the record in order for the Complete action to take place. Once save selected, they will get the following message. If they confirm, then the Event is moved to the History section. If they cancel, then they must deselect the checkbox and then save again

The History section will detail the Current Live events that have been completed. Note, that these will not be available to edit and will be read only

Once saved, the user will see the following on the Main Lease record view screen

Export Button Output from Clause Events widget

There is an Export button on the Clause Events widget that allows the user to export the data if they want to pass onto other individuals. The out is shown below

Lease Notifications Admin FAL settings (iSite Admin)

To give a user access to the Lease Notification admin menu, the following is required to be set

Lease admin screen to set Notification Frequency periods

With access granted, the user will be able to set notification frequency periods for the following from this admin screen

Rent Reviews
Lease Expiry
Event Notifications

From these, the user will also be able to assign either a contact or Mailing Group to send notifications to

Lease Notifications

Lease notifications will now be via emails to mailing groups for the Rent Reviews, Lease Expiry and Event Expiry

Quotes Validation process

There is now an additional process that has been incorporated within the work flow process for work orders. The process now includes a quotes process, whereby if an Organisation has an agreed limit of liability to resolve the issue, the workflow will now validate if the estimated cost of work breaches this value, a quote process is invoked for approval before work can be commenced

Quote Process within workflow

Configuration Key to turn on Quotes Process

The following key would be set by iSitel Admin to allow for the Quote process to be invoked or not as part of the Reactive workflow process

Statuses included within the Quotes Process

Quote Required – At point of LoL breach

Quote Submitted – At point Quote uploaded to Quotes folder on Work Order

Quote Rejected – When Rejected by Approver

Quote Approval In Progress – During Approval Process

New FAL settings Introduced for Quotes Admin & Workflow (iSite Admin)

FAL settings applied by iSite admin to give users access for the Workflow Quotes & Admin menu

Access to Quotes Workflow Admin Menu

The following FAL settings given by iSite admin gives the user the Quotes Workflow admin navigation menu

Quotes Workflow Admin screen

To set the approval limits, the user can specify the Cost threshold the validation will trigger at and they will also be able to nominate the admin group that the approvals will go to if there are multiple levels in cost value approvals

The first approval will go to the creator of the work order the quote refers to and then if Cost thresholds are set up in the Quote Admin screen, then it will progress through to these.

Note: If nothing set up in the Quote workflow admin screen, then it will only go to the creator to approve

Ability to define currency fields in UDFs

There is now the ability to define a field that is of a type currency when setting up a UDF. This is also the case for when a UDF field is set up to be a formula that is currency related

Mobile Push Notifications

Functionality is available on Mobile users menu list, whereby they can toggle to be notified when notes are sent on work orders assigned to them. A new menu is available to switch on and off within the menus list on Mobile

The mobile user will get notifications relevant to the device they are using. They will have to allow notifications to the browser they are using the mobile app on

PPM Work Order – Plan details link

From Planned Maintenance work order plans tab, users are now able to navigate to the Plan the work order is linked to as the Plan Name has been converted to be a link, so that users can navigate to the related plan without having to copy and paste number to search

Conversion to Sqft to SqM on Lease Record

There is now an option within the user profile settings for the user to be able to select between showing area types in Square Feet (Sqft) or Square Metres (SqM)

By the user selecting these options, the related area fields on the Lease Commercial and Property Summary pages will be displaying titles and fields in the selected area type

Currency Conversion API

There has been an introduction of a Currency API which downloads the current rate at a set time of that day. These rates will then be available for the user to select to apply to the currency related fields on the new Lease Commercial Tab that has been introduced

The user can select the currency they want related fields on the Lease record to be displayed in by accessing the ‘Select Currency’ option from their profile menu. They are then presented with a list of the 12 currencies that shows the rates that were downloaded via the currency API in the morning of that day. When a currency is selected and at the point of Submit, the rates are applied to the related fields that are of currency type on the Lease record

The example here is showing the user has selected the SAR (Saudi) currency to show against the currency related fields

Currency Related fields now show the currency conversion rate applied against the currency originally the Lease was set up in. As you can see the original lease was set up in GBP and the conversion rate is shown in the brackets alongside the currency fields.

Lease Record – Additional Commercial Tab

A new “Commercials” Tab has been added to the Lease record to improve data organisation. Within the tab users can store all commercial details previously stored via UDFs which resulted in clutter. This tab includes two widgets: “Overview”, and “Sub-divisions and Rates” widgets.

Overview

Within the “Overview” widgets by interacting with the edit icon at the top right of the page, users can input data such as: Calculation Type (Lease Type; for example, “Retail”, “Office”, etc.), Liability (Area), Area Unit (for example, square meters or square feet), Commitment in Months, Rent Free Period in Months, Headline Rent, Currency, Increase Type, Service Charge Cap.

The right side of the widget displays generated calculations. These include Effective Rent (Headline Rent with Rent Free Period taken into account), Rent per Area Unit, as well as any increases selected.

Within the edit section:

When selecting an Increase Type field, fields to enter increase amount or percentage are dynamically displayed corresponding to the selected Increase Type. The Increase Type options are as follows:

- Stepped – Stepped increase allows users to manually enter a percentage of increase which will be applied to each year of commitment, where the amount of years is based on “Commitment in Months”.

- Predetermined – Allows users to manually enter a predetermined increase amount per year. The amount of years is calculated based on “Commitment in Months” – e.g. 36 months will allow for 3 years worth of increase inputs, as would any amount of months crossing over into next annum e.g. 26 months would also result in 3 years worth of inputs.

OR

- Indexed; CPI; or RPI – allows users to enter an increase percentage for one of the types selected. Wherein, once an increase has been selected for a given year the percentage input will be locked – users will receive a warning message to ensure the value is correct. The user will then only be able to edit the value next year.

The currency values which are on the “Overview” widget are displayed in two columns, if a conversion currency has been selected, displaying both original and converted currency.

Sub-divisions and Rates

The Commercial Tab also includes a new “Sub-divisions and Rates” widget which features an admin screen wherein users can set-up personalised datapoints and formulas to be displayed within the widget. This widget configuration can be set up per Lease type.

The admin screen is divided into 3 separate widgets:

- DataPoints
- Calculations
- Widget Interface

Before adding any DataPoints or Calculations users need to select a Calculation Type (Lease Type) for which the configuration is to apply to from the dropdown at the top of the screen.

Users can then add new DataPoints via the Add Data Point button, which will display the following pop-up for users to populate with DataPoint type and name.

The DataPoints are editable via the icon in the actions column.

Within the Calculations widget, users are able to add custom calculations based on existing Lease fields as well as on DataPoints added. They can do this via the Add Calculation button.

Users can use the Currency and Area columns to mark the DataPoints or Calculation fields as either an Area field or Currency filed – which is necessary to ensure these are affected by any currency or area unit conversion applied.

Users will then get a pop-up where they need to populate the calculation Name, Formula Type (e.g. Ratio) and Calculation Builder. Users can populate the Calculation Builder section manually or via the predictive dropdown in Value Explorer where they can find desired fields or DataPoints easily and insert them into the Calculation Builder.

Users may also optionally populate description field to accurately document the formula purpose.

Users can then use the final widget to organise how the Sub-divisions and Rates widget will display on the Commercial Tab.

To begin users will need to add at least one section via entering a section name in the textbox provided and thereafter clicking the “Add Section” button.

These sections will the act as “headers” on the widget. Once a section or more has been added users can then expand the section via the diagonal arrow bottom left of the the Section name to see its contents.

To add fields to any given section a user needs to select the section name row, which will then highlight in blue and select the “Add Field” button.

The currency values are on the “Sub-divisions and Rates” widget are displayed in two columns if a conversion currency has been selected, displaying both original and converted currency.

Users can then select DataPoints and Calculations from the previous two widgets to add to the section. To add selection users need to press save.

Additionally users can organise DataPoints and Calculations display order via a drag and drop functionality. Users can only do this within a section and not across sections.

The Widget Interface also offers read-only details as to whether a field has been marked as a currency or area field.

If a user was to then navigate to a Lease record (with corresponding Calculation type) they could then edit the datapoint fields added via the Widget Interface in admin, within the “Sub-divisions and Rates” widget on the Commercials tab.

The remaining formula fields should then automatically generate calculations to display granted all the necessary fields are populated.