Expiry date on agreement renewal options on tenancy/renewal screens - configuration option

Owned by Fiona Hardy, created
Last updated: Feb 27, 2023
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

A configuration option is available which allows an expiry date to be set on selected agreement renewal options (agreement renewal options can be set via the tenancy and renewal negotiation screens)

When viewing tenancy/renewal information in a grid and/or reporting on tenancies/renewals, an agreement renewal expiry column can be shown in the grid/report results

Merge codes have also been added to the Letter Template Editor to allow the agreement renewal expiry date to be pulled into letters and emails

To request that expiry date(s) are added to specific agreement renewal options, click here to contact Reapit Support

1. Add renewal option & set expiry date

Agreement renewal options can be set via the tenancy and/or the renewal negotiation screens

From tenancy/renewal negotiation:

  • Click Agreement tab

  • In Renewal Option panel, click options button to right

  • When an option is selected that has been configured with an expiry date, the Expiry Date field will display at the top

Tenancy screen

Renewal negotiation screen

2. Viewing expiry date in tenancy/renewal negotiation reports & grids

After running a tenancy or renewal negotiation report or viewing a tenancy or renewal report grid, the agreement expiry date can be added and saved on both tenancy and renewal negotiation grids

From tenancy/renewal negotiation grid:

  • Right-click over the column headings, select Pick columns and click Renewal Option Expiry
    (in AgencyCloud 12.58-59, this column was titled Renewal Expiry)

  • The new column is added to the far right side of the grid - click and drag the column heading to the desired position

  • Right-click over the column headings again and click Save grid layout

  • The column will show when using this type of grid again - grid functions can be used to sort or filter by date

    • To sort the list, click the column heading

    • To filter the list, click to the right of the column heading (to view filter icon), enter the dates to filter by and click Update

The examples shown above are renewals grids seen when accessing renewals via the Organiser

3. Merge fields for use in letters & emails

A merge field has been added to the Letter Template Editor (LTE) for use in letters and email templates

From LTE:

  • For tenancy merge code, expand Tenancy, locate Renewal Expiry Date field, then click and drag field to Word document <Tenancy.RenewalExpiryDateMergeText>

  • For renewal negotiation code, expand Renewal, locate Renewal Expiry Date field, then click and drag field to Word document <Renewal.RenewalExpiryDateMergeText>

  • The merge codes can be used in a letter or copied and pasted into an email template

For more information on using the Letter Template Editor, click here:
Using Letter Template Editor to create, edit and distribute letter templates

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