How to find something - Navigation in rpmsOnline

rpmsOnline have some state of the art Navigation features and a suite of Knowledge Base Articles that will ensure that you are empowered to find any assistance that you might need quickly.

Also in this Article:

How to get assistance - The Help Beacon

The rpmsOnline Help Beacon provides you with a fully integrated and context specific online assistant from where you can search for just about any topic related to the rpmsOnline features. Just click on the Help Beacon icon shown on right top menu bar (See screenshot below and beacon icon shown in the RED square).

A Question Box will be displayed where you can type in key words or phrases of what you are looking for. A list of related articles will then be displayed in a drop down box as shown below. Just click on any article to open the article. You can now either continue while keeping the article open for reference purposes or drag the article to a new tab on your browser. It has nevet been easier to get assistance on any topic in rpmsOnline.

If you still require support, just click on the Send Message button to send us a message with your support request. You can also click on the Attach File link to upload any supporting screenshot for your support request. The rpmsOnline support team will respond to your Support Request as soon as a support consultant is available.

Step 1 - Click on the Help Beacon

Step 2 - Type what you are looking for

Step 3 - List of related articles will be displayed - select the relevant article to view.

Step 4 - Review the Article - you can also open any screenshot or article in a new tab by just dragging it to a new tab

Step 5 - still not found the answer - log a call directly from the Help Beacon.

The rpmsOnline Knowledge Base

Create a shortcut on your desktop to the rpmsOnline knowledge base (http://guru.rpmsonline.com). Did you know that you can go to the knowledge base and search for just about anything without having to log in to rpmsOnline.com. Just click on this link and go to the knowledge base directly to search and log support calls.

Click here to navigate to the rpmsOnline knowledge base.

Menus in rpmsOnline (Menu map)

The rpmsOnline main menu structure is shown below.

Main Menu Bar and Tabs

  • rpmsOnline - click on this option to close all open tabs and to return to the default view.
  • Home Tab (Default) - this tab is displayed by default when a user logs in. The tab consists of various Stats Cards as well as a Graph showing Revenue and Debtors.
  • Properties Tab - this tab shows all the Properties and provides features to easily find a property and open the various forms associated with a Property such as the Lease, Mandate, Application, Accounts, etc.
  • My Details Icon - this feature displays the user profile for the logged in user. You can use this form to change Contact Detail and to upload Signatures.
  • Logout Icon - use this feature to logout.
  • Help Beacon - 

Admin & Contacts

The following options are available from the Admin and Contacts menu option:

  • Rental Agents - a list of the users with a defined Agent Record and with an Access Level of Agent. Agents in rpmsOnline are linked to Properties, Mandates, Applications and Leases.
  • Complexes - a list of all Complexes loaded.
  • Managing Agents - a list of all Managing Agents loaded. A Managing Agent is typically responsible for the Property Management of a Complex on behalf of the Body Corporate.
  • Contractors - a list of all Contractors loaded.
  • Landlords - a list of all Landlords loaded. You can use this query to send Bulk Mails to Landlords, Lease Landlords and Complex Landlords.
  • Tenants - a list of all Tenants loaded. You can use this query to send Bulk Mails to Tenants, Lease Tenants and Complex Tenants.
  • Email Outbox - a list of all Unsent and Sent Emails that were sent from rpmsOnline.
  • SMS Outbox - a list of SMS Messages that were sent from rpmsOnline.
  • External Users - a list of External Users registered to view rpmsOnline information. You can use this query to send registration links to landlords and tenants to self register. After they have registered, they will have access to view information relevant to them and on properties / leases that are linked to their user profile.
  • Email Templates - a list of all Email templates loaded.
  • Company Templates - a list of all Company Process templates loaded.
  • Archived Data -  various queries showing archived data.

Applications

The following options are available from the Applications menu option:

  • Properties to LET - this query displays a list of all Properties that are available on the stock list. It will include Properties where you have a Mandate and where the Property is either New or the Current Tenant has given notice.
  • Applications in Progress - this query displays a list of Applications that have been loaded and submitted and that have not been Accepted or Rejected yet as part of the screening process.
  • Approved Applications - this query displays a list of Applications that was accepted and where the associated Lease has not started yet.

Leases

The following options are available from the Leases menu option:

  • Lease Management
    • New Leases - this query displays a list of Lease Records with a status of New in other words that has not started yet.
    • Current Leases - this query displays a list of Lease Records with a status of Current in other words the Lease is active. You can use this query to mark Leases for Renewal and Exit Management.
    • Past Leases - this query displays a list of Lease Records with a status of Past in other words the Lease has expired.
    • Procurement Only Leases - this query displays a list of all Lease Records with a type of Procurement Only. 
  • Renewal Management - this menu option displays various Renewal Related queries.
  • Exit Management - this menu option displays various Exit Related queries.
  • Maintenance Management - this query displays a list of all Current Maintenance Tickets that are in the process of being managed.  You can use this query to access the Maintenance Dashboard for a specific Maintenance Ticket.

Renewal Management

The following options are available from the Renewal Management menu option:

  • Rent Increase Alerts - this query displays a list of Leases that have a Rent Increase Alert in other words where the Lease is Current and within the last month before the Rent Escalation Date stipulated on the Lease Record.
  • Renewal Alerts - this query displays a list of Leases where the End Date of the Lease are within the Default Renewal Alert period stipulated on the Company Settings for Renewal Alerts. This query will only include Current Leases and will exclude Leases that have already been marked for Renewal or Exit Management.
  • Renewals in Progress - this query displays a list of Renewals that have been marked for Renewal and where the Lease status is Renewal WIP. You can use this query to send Bulk Renewal Mails to Landlords and Tenants.
  • Renewals Confirmed - this query displays a list of Renewals where the Renewal Status is Confirmed. This will typically be the case when the Landlord and Tenant have agreed on a set of Renewal Terms.
  • Renewals Completed - this query displays a list of Renewals where the Renewal Status is Completed. This will typically be when the Renewal Addendum has been signed by all parties and the renewal process has been completed.

Exit Management

The following options are available from the Exit Management menu option:

  • Exit Tickets New - this query displays a list of Current Exit Tickets where the status of the Exit Ticket is not Completed or Archived.
  • Exit Tickets Completed - this query displays a list of Exit Tickets where the status of the Exit Completed.

Accounts

The following options are available from the Accounts menu option:

  • Banking - this menu option displays the Banking Dashboard from where Bank Statements can be imported and mapped to Lease Accounts and Payment Splits in rpmsOnline.
  • Allocate Payments - this menu option displays a list of Payments Received with  a Split Balance > 0. You can open the Allocations Dashboard from this query to process a Payment Received and to allocate money to Beneficiaries.
  • Approve Payments - this menu option displays the Approval dashboard where you can review Payment Splits and then submit the Payment Splits for Payment to the Bank Payment Schedule.
  • Bank Payment Schedule - this menu option displays the Bank Payment Dashboard from where you can create Remittances and Export Bulk Payment files that can be uploaded to your Banking Portal for payment. You will also use this dashboard to confirm that payments have been made on the Banking portal.
  • Account Balances - these menu options display various Account Balances queries.
  • Account History - these menu options display various Account History queries.
  • Account Flags - this query displays a list of all Lease Flags from where the some Communication and Billing parameters can be customised and set in Bulk.
  • Account Alerts - this query displays a list of Utility Account Alerts specifically for Municipal and Body Corporate Accounts. An Account Alert will be raised when the Mandate Billing and Payment rules suggest that either the Municipal and/or Body Corporate Account is being managed  by the agency and where an Account has not been loaded onto the system in the past 30 days.
  • Default Management - these menu options provide for various queries associated with Default Management as well as a feature to send Bulk Account Reminders via Email and/or SMS.
  • Bulk Billing and Statements - these menu options provides for various Bulk Billing and Statement operations.
  • Landlord Portfolios - this query displays a list of Landlord portfolios where a Landlord Portfolio consists of the Leases associated with a selection of Mandates.
  • Authorise Beneficiaries - this query displays a list of Beneficiaries that are either New or where the Bank Account details have been changed. These changes must be authorised before the New or Changed Beneficiary can be used for payment allocations.

Default Management

The following options are available from the Default Management menu option:

  • Default Records
  • Default Follow Up Alerts
  • Send Bulk Account Reminders

Bulk Billing and Statements

The following options are available from the Bulk Billing and Statements menu option:

  • Bill Custom Transaction
  • Bill Mandate Services for Month
  • Bill Rent, Commission and Admin for Month
  • Bill Rent for Month
  • Bill Commission for Month
  • Bill Admin for Month
  • Landlord Statements
  • Landlord Tax Statements
  • Tenant Statements
  • Print Tenant Statements
  • Tenant Payment Reference

Management

The following options are available from the Management menu option:

  • Company Settings and Defaults - use this option to setup Company Defaults.
  • Users / Profiles - this query displays a list of all rpmsOnline users. You can use this feature to register new rpmsOnline users, to change permissions of users, to reset user passwords and to de-activate users.
  • Company Bank Accounts - this query displays a list of the Company Bank Accounts including the Default Trust, Business and Investment Accounts. You can also use this query to access the Investment Account Dashboard.
  • Company Templates - this query displays a list of Company Process Templates.
  • Company Portfolios - this query displays a list of Company Portfolios. You can set the Company Portfolio field on Property and then use the Portfolio filters to only see related Property information.
  • Letting Packages - this query displays a list of standard Letting Packages for the Company. These letting packages will then be available from a drop down list on the Mandate.
  • Financial Management - these menu options display various Company Level financial management queries.
  • Master Portfolio Data - these mane options display all Data Loaded (New, Past and Archived) and can be used for advanced searched, filtering and downloading of data to Excel.

Master Portfolio Data

The following options are available from the Master Portfolio Data menu option:

  • Beneficiaries ALL - this query displays a comprehensive list of all Beneficiaries and can be used to do advanced searches and then export the result sets to Excel.
  • Properties ALL - this query displays a comprehensive list of all Properties and can be used to do advanced searches and then export the result sets to Excel.
  • Mandates ALL - this query displays a comprehensive list of all Mandates and can be used to do advanced searches and then export the result sets to Excel.
  • Applications ALL - this query displays a comprehensive list of all Applications and can be used to do advanced searches and then export the result sets to Excel.
  • Leases ALL - this query displays a comprehensive list of all Leases and can be used to do advanced searches and then export the result sets to Excel.
  • Exit Tickets ALL - this query displays a comprehensive list of all Exit Tickets and can be used to do advanced searches and then export the result sets to Excel.
  • Maintenance Tickets ALL - this query displays a comprehensive list of all Maintenance Tickets and can be used to do advanced searches and then export the result sets to Excel.
  • Inspections ALL - this query displays a comprehensive list of all Inspections and can be used to do advanced searches and then export the result sets to Excel.

Quick Tools

The following options are available from the Quick Tools menu option:

  • New Managing Agent - use this feature to load a new Managing Agent
  • New Complex - use this feature to load a new Complex
  • New Property - use this feature to load a new Property
  • New Mandate - use this feature to select a Property and load a new Mandate
  • New Application - use this feature to select a Mandate and load a new Application
  • New Contractor - use this feature to load a Contractor
  • New Email Template  - use this feature to load a new Email template
  • Audit Trail - this query displays a list of all audit trail entries
  • Go To RedRabbit - use this feature to access the RedRabbit Maintenance and Inspections solution if you have a valid RedRabbit Account.

Query Navigation and Search Features

See the example Property query below.

On the example above:

  • Field Filter - use this filter to type in any value or part of a value for the field. Items meeting the criteria will be displayed. For example if you are looking for all the Glenwood properties, just type in Glenwood or even Glen in the filter field and puch the Enter button on your keyboard.
  • Field / Column Menu - click on this icon to open the Drop Down column menu allowing you to hide / unhide fields in the query, sort ascending / descending or apply advanced combined filtering rules.
  • Label options - use these option to Export Filter results to a File, to restore Query Grid Defaults or to save Query Grid Settings.
  • Query Item Count and Refresh - the total items of the result set is displayed here and you can use the Refresh icon to refresh the Query display.
  • Paging - use these features to navigate through pages forward and backward and to go to the First or Last Page.
  • Item Features - these features normally perform a specific operation on the selected item of the query.

Label options (Grid Settings and Export to File)

Hide / Unhide Columns / Fields Example

In the example below you can see that the Type and Suburb fields are currently hidden. Click on the Field in the Drop Down menu to Unhide or Hide any available field.

Advanced multiple criteria Filters

From time to time you might want to search using a filter with more than one criteria on the same field. This is what the advanced filter field is used for as shown in the example below. 

This feature allows you to setup two sets of filter criteria separated by AND / OR. You can for each Criteria look for a Value:

  • that is equal to a specified value
  • that is not equal to a specified value
  • that starts with a specified value
  • that contains a specified value
  • that does not contains a specified value
  • that ends with a specified value
  • that is undefined (null)

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