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title

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Overview

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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

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title	Configuration Hierarchy & Options

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Summary

Reapit Agency Cloud has over 1000 configuration options and numerous variations within that, too many to list or document

...

. These have been developed over the long

...

history of Reapit

...

's software development - with a number of options driven through specific client requests over the years.

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In order to provide

...

context and a framework to support you gaining confidence in

...

using these powerful features, the image in the first section below, Configuration hierarchy & options, sets out the framework in which these configurations operate.

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title	Disclaimer

Before making any changes with your Agency Cloud configuration ensure you have read through the guidance provided and that changes are verified. Correction of changes applied that impact the operation of Agency Cloud may incur a charge for our service team to address.

Business OptionsConfig Menu Option

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title	Configuration

hierarchy & options

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title	Summary

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title	Configuration business options

The table below refers to each option in the Configuration menu - with links to related articles, where available:

Configuration menu option	Functional Scope	Observation	Office Configurable
System Configuration	All	General configuration that influences day to day user experience	All

Levels

levels
Setup Areas	Sales, Lettings/

Letting

Rentals

Define /

Setup

setup areas to support targeted applicant matching	Yes
Setup Contact Categories	Sales

/ Letting

, Lettings/Rentals	Define / setup categories which can be selected in the contact screen	Yes - default all
Default Fees

Client

Accounts

Lettings / Client Accounts - relates

Relates to fees that are defaulted at start of a tenancy to ease the operational burden and ensure consistency	No
Departments	Sales, Lettings/

Letting

Rentals

Setup at project stage - impacts portal feed, do not change

as impacts Portal Feed

	No
Mailing & Events	Sales, Lettings/

LettingAs stated. Ability to target specific contact categories as well

Rentals	Define / setup mailing & event types which can be selected in the contact screen	Yes
Setup Negotiators	Sales

/ Letting / Client

, Lettings/Rentals, Accounts

Setup

Set up your

business

staff as users on the system	Yes
Setup Offices	Sales

/

, Lettings/

Client

Rentals, Accounts

Create

,

or amend office setup (addresses, contact numbers, portal IDs)	Yes
Source of Enquiry, Applicant Position, Viewing Feedback	Sales, Lettings/

LettingsSupports

Rentals	Setup options to be used as sources, applicant position and feedback relevant for your business - doing this supports effective analysis of your customer base to drive process and determine ROI	Yes
Setup Referrals / Leads	Sales, Lettings/

Lettings

Rentals

Setup and amend

referalls

referrals that will be presented on

Referral Panel

the referral panel on an applicant/property record	Yes
Setup Tax Rates	Sales

/ Letting / Client

, Lettings/Rentals, Accounts	Do not change	No
Setup Tenancy Checks	Lettings/Rentals	Pre/

Post Tenancy Checks, Break Clauses, Allowances, Renewal Options

post tenancy checks, break clauses, allowances, renewal options

Yes -

Default all

default all

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The Getting Started* section below outlines how to access each of the above menu options*

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title	General Config OverviewConfiguration - general overview

Supporting notes:

DO NOT CHANGE is stated where adjustments to values stored can create instability/data corruption within your Agency Cloud system. Where this is stated, these values are very rarely changed by Reapit once setup.
PROJECT DEPLOYMENT is stated where enabling an option is associated with project delivery. Normally This is normally due to data migration and setup , and the coordination of a number of tasks to support a successful launch.
THIRD PARTY INTEGRATIONS. Are INTEGRATIONS - are setup and deployed by the Reapit Services team - these . These currently cannot be undertaken by customers currently (although Marketplace will enable this in the future) - and ; you should request via the Reapit Service Portal.

Config Option

Configuration option	Summary	Most

Common Usage

common usage
Applicants	Options to influence the handling of applicant management	Inter-

Office

office referrals enablement
Applicant Status	Ability to define default values for the applicant

- also

and to define your own applicant status options

Default status, buying position

'

bespoke

list' enablement

options
Auctions	DO NOT CHANGE -

Requires

requires Professional Services to enable
Contacts / Companies	Options to influence management of contacts	Configuration of Check ID Setup (AMR Checks)
Custom Lists	Extend the categorisation of various

'

lists

'

used across Agency Cloud

Setup new Certificates types -

Commonly used to refine types to client-specific requirements
For example: setup new certificate types, which can then be added to Property Management Power

Organisor Panel for example. Commonly used to refine types to client-specific requirements

Organiser Panel
Custom Grids	Define columns shown by default, dependant on the object being viewed

Adding

Add specific columns as used by a client (differs for all clients)

-

Warning: do not create new fields that are not stored against the object in focus as causes significant performance issues
Diary	Ability to define default values for Diary

Management

management

Addition of

Add new Diary Entry types

- note,

Note: some types drive integrations (SMS = VW, SmartView = SV)
Email / Word / Excel	DO NOT CHANGE -

Determines

determines the behaviour of Microsoft integration from Agency Cloud
File Paths / WebDav	DO NOT CHANGE -

Use

use as a reference point only
General	Company level defaults -

Should

should not need to

be changed

change

Enable referrals

for organisation appears in

which are displayed in the Referral Panel for properties/applicants

House Keeping

Housekeeping	DO NOT CHANGE
International	DO NOT CHANGE
Landlord Statement	DO NOT CHANGE
Lettings Accounts	Only update by Client Accountant / Accountant	Default allocation of nominals to charge/cost lines
Lettings Payments	Only update by Client Accountant / Accountant
Lettings / Tenancies	Ability to define default values for management of tenancies	Default Inspection Value (

Days

days); enable Inspection value to be set at Tenancy level (post initial)
Market Place	DO NOT

CHANGE

CHANGE -

Relates

relates to Reapit Foundations migration
Matching	Ability to define matching defaults/tolerances	Do not enable

'

geocode

'

matching - requires professional services to deploy
Offers	Ability to define how

Offers

offers are managed/presented to

Users

users

Order of

Offers presented et al

offers presented, etc.
Organiser	Mostly relates to previous (legacy) Organiser screen, rather than current Power Organiser	Internet registrations enablement (

Office

office,

User Level

user level)

-

; will require the user to apply offices on Power Organiser panel to display
Set default Power

Organisor

Organiser for

Company

company,

Offices

offices,

Staff

staff
Determine properties included in

Certificate Expiration

certificate expiry panel
Particulars	DO NOT CHANGE
Pictures	DO NOT CHANGE
Programs / URLs	DO NOT CHANGE -

Exceptions

exceptions in

Common UseageEchosign

common usage

Adobe Sign details are entered here

which are

- set per user
Client

Website

website link stored here (used on templates, portal feeds)
Properties	How properties are represented online / internally	Display

Next Date vs Last Call, Number

next date or last call, number of days to next call, default status of new properties,

InterOffice Referrals

inter-office referrals
Property Descriptions	Enhanced

Property Descriptions

property descriptions (note

-

: fields created here are not presented to portals)

Create additional marketing

scree

screen fields (

upto

up to 5)
Reports	Influence specific fields relating to reporting output
Sales Progression	Ability to define your own stages/checkpoints for use on Sales Progression screen
Searching	Options that determine general, applicant, property searches	Include / exclude archive
Security	DO NOT CHANGE
System	DO NOT CHANGE
Tenancy Renewals	Setup up your own

Tenancy

tenancy renewals checks
Trust Accounts	Applicable to Australian clients only

Our advice and guidance here are based on many years of working with Agency Cloud with all our customers - which have seen many highs and also lows - we would like to offer the benefit of

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title	Our advice on Good Practice

Use of configuration options - good practice advice

We would like to share our experience to help you successfully take on the configuration of your own Agency Cloud environment; the advice and guidance outlined here is based on many years of working with Reapit Agency Cloud with all of our client-base.

Always determine what outcome/challenge you are trying to address before considering any change; avoid the desire to scour options to 'find something new'
We would always recommend that you start by looking to align configuration, on paper, to your business processes, policies and service levels before mapping to Agency Cloud Configurationconfiguration
Nominate one person who will have responsibility for applying changes; ensure changes are managed formally and controlled (this also help our Support teams)
Consider the impact on your customers and - more importantly - your staff; how will the change be communicated and trained out - the adoption of change comes from understanding why and the value to be derived
Avoid the temptation to create a myriad of configuration options - complexity serves to confuse, rather than clarify and focus staff
Avoid reactive/unconsidered changes to configuration; as the saying goes - change in haste, repent at leisure as they say!
If in doubt, seek assistance - talk to Reapit Support or your Customer Success Manager and they will advise youwho can offer advice
DO NOT REMOVE / DELETE ENTRIES FROM SYSTEM CONFIGURATION
ALWAYS VERIFY YOUR CHANGES BEFORE APPLYING TO ALL

STAFF !!

STAFF

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title	Getting started

This section outlines how to access the configuration options available to you (as outlined in the earlier section entitled Configuration business options:

Menu item

Agency Cloud View

To access the Configuration menu:

Click name/office top left of the main menu

From the System menu:
Click Configuration and select System Configuration

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On the System Configuration screen:

Use the tabs along the left side of the screen to access the required section

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After making any updates, click Save (bottom right)

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title Warning
Be careful when making changes that impact Company level - see Testing configuration changes below for more information

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title	Testing configuration changes

We recommend that all configuration changes are verified/tested before they are deployed to all users or an office.

The guidelines to follow are:

Apply changes against your own negotiator account
Log out/in of Reapit Agency Cloud for changes to take effect
Verify/validate that the changes perform as you expect

These are a few tips that we find

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title	Hint & Tips

Hints & tips when using configuration

This section contains some hints/tips useful when dealing with configuration requests, queries or where things are going aren't working as expected.

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title	Testing configuration changes

We would recommend that all configuration changes are verified/tested before they are deployed to all users or an office. Our advice is quite simplistic on this :

Apply changes against your own negotiator account

Log Out / In for them to take effect

Verify/Validate that the change performes as you expect

Common Questions questions / Issuesissues	Guidance
Unable to find what option/area you need ?	Image RemovedHandyConvenienr search box in Configuration - enter I can't find the option or area I need	Use the search field at the bottom of the configuration screen - enter the topic you are looking for in the highlighted area and the tabs that reference the search will be highlighted in yellow to you as shown below when searching for Applicant. Image Removed search field at the bottom of the screen, then press enter to perform the search Image Added The tabs that contain reference to your search word(s) will be highlighted (as shown below) Image Added In this example the word Applicant* was searched*
Changes do not appear to be taking effect ?	i) Always best for people to log out / in of Agency Cloud for changes to take effect ?	Changes still not taking effect ?	ii) Check the configuration at the effect	Log out of Reapit Agency Cloud and back in again to ensure that the change has taken effect If you've tried that and changes have still not taken effect: Check configuration settings at Negotiator, then Office level as a previous configuration may have taken precedence (shown in the Configuration for field, see previous section)
Need to identify a reference to a field ?field	The Letter Template Editor (LTE) is the quickest and most effective way to identify the programmatical programmatic reference to a field Still If you've checked the LTE and still don't know what the reference to a field is ? i) Using : Use the LTE to identify the structure used against the object you wish to reference ii) Download the Reapit Agency Cloud Data Dictionary; this will then highlight in most instances the field name you will require
Dont Don't understand what a configuration option does ?does	i) Hover over the item and, where enabled a 'Hint / Explanation' will be providedii) , a hint or explanation will be provided via a tool tip Raise a request via the specific Reapit Agency Cloud Configuration form

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title	Getting started

Menu Item

Agency Cloud View

To access the configuration menu, click on top of the Side Bar on your name :->

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To select Business Configuration Options select from menu :->

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To select General Configuration options select item highlighted :->

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Detailed System Configuration Menu - select the 'section' that you wish to review

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Make an update - for it to take effect press 'Save' on the page your are on - Warning (be careful of making changes that impact Company Level)

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title	Need further assistance ?

Any advice or guidance that you may require must be raised via the Reapit Service Desk Portal - this directs your query to beyond our standard First Line Service Desk.

The Service Desk is not positioned to handle configuration queries / issues that originate from the client directly due to the complexity; all support provided is based on a reasonable endeavours basis only and we do not offer Service Level expectations for this.

The link below is to Click here to access the form on the Portal portal - please only use this if you are the nominated Self Service Administrator and have a genuine query/issue that you cannot resolve yourself.

title	Disclaimer

Before making any changes with your Agency Cloud configuration ensure you have read through the guidance provided and that changes are verified. Correction of changes applied that impact the operation of Agency Cloud may incur a charge for our service team to address.

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