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From the Setup Checks/Agreements screen:

  • Select the agreement type (top left) - options are:
    Break Clauses, Allowances, Renewal Options, Responsibilities

  • Click the Add button
    This action clears the right side of the screen, ready to add agreement details

To edit an existing agreement option:

  • Select the relevant agreement option on the left

  • Make changes on the right

  • Click Save

The following settings are available:

Code

Leave blank - will be automatically added when saving

Inactive

If an agreement is no longer in use, select the agreement option on the left of the screen and tick the Inactive box, top right
(agreement options cannot be deleted)

Description/Name

Text displayed to users (i.e. the agreement option title)

Merge Text

Type the text here as you wish to it appear within your letter templates - this usually consists of text plus fields and drop down lists where input is required

Merge fields can also be used - use the Letter Template Editor to copy the required fields

Expand
titleExample Merge Text format for agreements

In the Merge Text field:

- Add text - Please note, the first free-text field must be denoted by a {0}

- Where a value needs to be entered by the user:
identify this with brackets { } with a unique numeric value between them - e.g. {1}

- Where a user is required to pick from a drop down list: identify this with brackets { } with the following between them - a numeric value and colon (:), then the options you wish to present, separated by a comma (,)
e.g. {2: January, February, March, April, May...} etc

- Where merge fields are to be used, to pull through information already stored in the tenancy screen - ensure the merge code is contained within brackets { }
e.g. entering this merge text onto your template will take the tenancy start date from the tenancy record and display it on the agreement letter {Formatter.GetFullDateString(Tenancy.FrDate)}

- Example Merge Text using value & drop down menu fields

- When a user chooses the above break clause template, the following text will be displayed to them

The following agreement types contain options which are specific to that type of agreement:

Expand
titleBreak Clauses

All settings are explained above, except:

Applies to

Who the break clause will be available for - options are: Tenant, Landlord, Mutual

Expand
titleAllowances

All settings are explained above, except:

Allowed & Disallowed Merge Text

Use the two fields to identify what is allowed and/or disallowed for the allowance type being added/updated

Expand
titleRenewal Options

All settings are explained above, except:

Type

Determine the type of renewal option being entered
Options are: Renewal Options, Option Subject To
Adding an Option Subject to allows you to set up subject to agreements which can be selected along with renewal options

Can Set Expiry Date

Allows an expiry date to be set on an option, as explained here:
Expiry date on agreement renewal options on tenancy/renewal screens - configuration option

Renew Option Text

Text entered in this field is shown on the tenancy screen (Agreement tab, Renewal Option panel)

Merge Text

Text entered here will be used on renewal templates

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