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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

This article provides a simple overview of how to add, amend or update details that determine your business manager tenancy setup.

This section covers:

Pre/post tenancy checks
Break clauses
Responsibilities
Allowances
Renewal options

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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.

1. Access Setup Tenancy Agreements screen

Click your user name / office / picture at the top of the main menu to view the System menu
Click Configuration and select Setup Tenancy Checks

2. Tenancy Checks screen

The Tenancy Checks screen holds access to add and update pre & post tenancy checks, break clauses, allowances, renewal options and responsibilities - all areas are presented as options within the Tenancy Details screen

Pre & Post Tenancy Checks

Click the Add button
This action clears the right side of the screen, ready to add the new pre or post-tenancy check details

Note the following settings:

Code

Leave blank - will be automatically added when saving

Name

Text displayed to users

Offices

Choose which offices can use this option - leave blank for all

Change order

When hovering over the checks on the left, a double-headed arrow icon is displayed - clicking and dragging over this icon allows the order of how the checks are displayed to be determined

Inactive

If a check is no longer in use, select the check type on the left of the screen and tick the Inactive box, top right
(checks cannot be deleted)

Break Clauses, Allowances, Renewal Options and Responsibilities

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

Note the following settings:

Code

Leave blank - will be automatically added when saving

Applies to
(for Break Clauses only)

Determines who the break clause will be available for
Options are: Tenant, Landlord, Mutual

Renewal Options
(for Renewal Options only)

Determines 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

Description

Text displayed to users (agreement title)

Merge Text

Type the text here as you wish to it appear within your letter templates; usually consisting 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

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title	Example Merge Text format for agreements

In the Merge Text field:

Add text
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 (e.g. , to pull through information already stored in the tenancy start date to the agreement) 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 this the above break clause template, the following text will be displayed to them:

Inactive

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

3. Save changes

Click Save, then click Yes to confirm

Version	Old Version 14	New Version 15
Changes made by	Fiona Hardy	Fiona Hardy
Saved on	Jun 30, 2020	Jun 30, 2020

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