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System Configuration

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

Info
Expand
titleConfiguration hierarchy & type
Config Menu OptionFunctional ScopeCommentOffice Configurable
Expand
titleOverview

One of the most powerful and unique features of Reapit Agency Cloud is the ability to configure the application to align to your exact business requirements.  Historically, this activity was reserved for Reapit service staff only.  In 2020, I reviewed this; the Estate Agency is moving quickly, as businesses you need to be able to adapt quickly to changes and update your business processes quickly.   As owners of your own business, you will always have far greater insight and awareness of what you need to do and will have the context of any request - that is invaluable and I passionately wish to empower you and provide autonomy to configure your Agency Cloud instance to your needs.  Therefore, I have taken the decision to open up Agency Cloud general configuration options and to follow will be automation configuration.  

To support this, we have developed a number of articles to support and guide you when applying configurations that are commonly requested and ones that we feel that you will value from.

Richard Day

Chief Customer Officer

July 2020

all regions


The system has over 1000 configuration options and numerous variations - these options have been developed over the long history of Reapit's software development - with a number of options driven through specific client requests

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

Warning

Access to configuration is only available to authorised users - before making configuration changes, the relevant guidance provided in this section should be read thoroughly

Any changes made to configuration that impact the operation of Reapit may incur a charge to rectify


Expand
titleConfiguration hierarchy & option overview


Expand
titleSummary

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Expand
titleConfiguration business options

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

Configuration menu optionFunctional ScopeObservationOffice Configurable
System Configuration - see next sectionAllGeneral configuration that influences day to day user experienceAll
Levels
levels
Setup AreasSales, Lettings/
Letting
RentalsDefine /
Setup
setup areas to support targeted applicant matchingYes
Setup Client Accounts
Client Accounts
Setup
and defined at project implementation - do not change without seeking guidanceNoSetup
Contact CategoriesSales
/ Letting
, Lettings/RentalsDefine / setup categories which can be selected in the contact screenYes - 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 consistencyNo
DepartmentsSales, Lettings/
Letting
RentalsSetup at project stage - impacts portal feed, do not change
as impacts Portal Feed
No
Mailing & EventsSales, Lettings/
LettingAs stated.  Ability to target specific contact categories as well
RentalsDefine / setup mailing & event types which can be selected in the contact screenYes
Setup NegotiatorsSales
/ Letting / Client
, Lettings/Rentals, Accounts
Setup
Set up your
business
staff as users on the systemYes
Setup
Nominal AccountsClient AccountsSetup, change amend the ability to report on financial transactionsNo
OfficesSales, Lettings/Rentals, AccountsCreate or amend office setup (addresses, contact numbers, portal IDs)Yes
Source of Enquiry
,

Applicant Status/Position
,

Viewing Feedback		Sales, Lettings/
LettingsSupports
RentalsSetup 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 ROIYes
Setup Referrals / LeadsSales, Lettings/
Lettings
RentalsSetup and amend referrals that will be presented on
Referral Panel
the referral panel on an applicant/property recordYes
Setup Tax RatesSales
/ Letting / Client
, Lettings/Rentals, AccountsDo not changeNo
Setup Tenancy ChecksLettings/RentalsPre/
Post Tenancy Checks, Break Clauses, Allowances, Renewal Options
post tenancy checks, break clauses, allowances, renewal optionsYes -
Default all
default all


Info

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



Expand
title
Our advice on Good PracticeOur 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
System Configuration - general overview


Info
  • Do not change is stated where adjustments to values stored can create instability/data corruption within your system.  Where this is stated, these values are very rarely changed by Reapit once setup.
  • Professional services - some options state that professional services are required to enable an option - this is usually for features that are associated with project delivery, normally due to data migration and setup and the coordination of a number of tasks to support a successful launch.
  • Third party integrations - integrations are setup and deployed by the Reapit Services team. Currently, this cannot be undertaken by our customers (although Marketplace will enable this in the future). You should request any third party integration requirements via the Reapit Service Portal.


The options listed below relate to the configuration option categories available in the System Configuration screen (via left hand side tab options) - links to related articles are also included:

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Info

The Getting Started section below outlines how to access System Configuration


System Configuration tab titleSummaryMost common usage
ApplicantsOptions to influence the handling of applicant managementInter-office referrals enablement
Applicant StatusAbility to define default values for the applicant and to define your own applicant status optionsDefault status, buying position bespoke options
AuctionsDo not change - requires Professional Services to enable
Contacts / CompaniesOptions to influence management of contactsConfiguration of Check ID Setup (AMR Checks)
Custom ListsExtend the categorisation of various lists used across ReapitCommonly used to refine types to client-specific requirements
For example: setup new certificate types, which can then be added to Property Management Power Organiser Panel 
Custom GridsDefine columns shown by default, dependant on the object being viewedAdd 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
DiaryAbility to define default values for Diary managementAdd new Diary Entry types
Note: some types drive integrations (e.g. SmartView = SV)
Email / Word / ExcelDo not change - determines the behaviour of Microsoft integration from Reapit
File Paths / WebDavDo not change - use as a reference point only
GeneralCompany level defaults - should not need to changeEnable referrals which are displayed in the Referral Panel for properties/applicants
HousekeepingDo not change
InternationalDo not change
Landlord StatementDo not change
Lettings AccountsShould only be updated by Client Accountant / AccountantDefault allocation of nominals to charge/cost lines
Lettings PaymentsShould only be updated by Client Accountant / Accountant
Lettings / TenanciesAbility to define default values for management of tenanciesDefault Inspection Value (days); enable Inspection value to be set at Tenancy level (post initial)
Market PlaceDo not change - relates to Reapit Foundations migration
MatchingAbility to define matching defaults/tolerances Do not enable geocode matching - requires professional services to deploy
OffersAbility to define how offers are managed/presented to usersOrder of offers presented, etc.
OrganiserMostly relates to previous (legacy) Organiser screen, rather than current Power OrganiserInternet registrations enablement (office, user level); will require the user to apply offices on Power Organiser panel to display
Set default Power Organiser for company, offices, staff
Determine properties included in certificate expiry panel
ParticularsDo not change
PicturesDo not change
Programs / URLsDo not change - exceptions in common usageAdobe Sign details are entered here - set per user
Client website link stored here (used on templates, portal feeds)
PropertiesHow properties are represented online / internallyDisplay next date or last call, number of days to next call, default status of new properties, inter-office referrals
Property DescriptionsEnhanced property descriptions (note: fields created here are not presented to portals)Create additional marketing screen fields (up to 5)
ReportsInfluence specific fields relating to reporting output
Sales ProgressionAbility to define your own stages/checkpoints for use on Sales Progression screen
SearchingOptions that determine general, applicant, property searchesInclude / exclude archive in searches
SecurityDo not change
SystemDo not change
Tenancy RenewalsSetup up your own tenancy renewal checks and agreement detailsSet-up pre and post tenancy checks, agreement details for break clauses, allowances and responsibilities, plus renewal options
Trust AccountsApplicable to Australian clients only




Hint & Tips
Expand
titleUse of configuration options - good practice advice
title

We would like to share our experience to help you successfully take on the configuration of your own Agency Cloud environmentenvironment; the advice and guidance outlined here is based on many years experience with the Reapit 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 recommend that you start by looking to align configuration, on paper, to your business processes, policies and service levels before mapping to Reapit system configuration
  • 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
  • We would always recommend that you start by looking to align configuration, on paper, to your business processes, policies and service levels
    • Expand
    • Avoid reactive/unconsidered changes to configuration; as the saying goes - change in haste, repent at leisure!
    • If in doubt, seek assistance - talk to Reapit Support or your Customer Success Manager who can offer advice
    Warning
    • DO NOT REMOVE / DELETE CURRENT ENTRIES FROM SYSTEM CONFIGURATION
    • ALWAYS VERIFY YOUR CHANGES BEFORE APPLYING TO ALL STAFF
      See Testing configuration changes below for more information




    DisclaimerNeed further support ?
    Expand
    titleGetting started
    Expand
    titleTesting configuration changes
    Expand
    titleNeed further assistance ?- accessing Configuration options & System Configuration screen

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

    1. Access Configuration menu and options available

    • Click name/office top left of the main menu

    • From the System menu, click Configuration

      The options displayed will depend on the level of access to configuration you have
    • Selecting System Configuration displays the screen shown in step 2

      Other Setup options are available below this



    Image Added

    2. System Configuration options

    On the System Configuration screen:

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


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    3. Saving changes

    • After making any updates, click Save (bottom right)

    Info
    title
    Page Properties
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    Related issues
    Expand
    title
    Warning

    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.

    Filter by label (Content by label)
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    Be careful when making changes that impact Company level - see Testing configuration changes below for more information




    Expand
    titleTesting 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:

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



    Expand
    titleHints & tips when using configuration

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

    Common question / issueGuidance 
    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 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 

    Log out of Reapit 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 

    The Letter Template Editor (LTE) is the quickest and most effective way to identify the programmatic reference to a field

    If you've checked the LTE and still don't know what the reference to a field is:

    • Use the LTE to identify the structure used against the object you wish to reference 
    • Download the Reapit Data Dictionary; this will then highlight in most instances the field name you will require


    Don't understand what a configuration option does 
    • Hover over the item and, where enabled, a hint or explanation will be provided via a tool tip
    • Raise a request via the specific configuration form




    Expand
    titleHow to request Support

    Any advice or guidance you require must be raised via the Reapit Customer Portal by clicking this link

    All support provided is based on a reasonable endeavours basis only and we do not offer Service Level expectations for this



    Info

    A series of guides on how to get access & use a selection of setup screens is also available here: Self-service configuration options




    Excerpt
    hiddentrue

    Overview of Reapit system configuration options available - access to configuration is only available to authorised users