To perform a rent agreement assignment

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The procedure to perform a rent agreement assignment is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the row containing the specific agreement to be assigned. The Agreement Details window is displayed.
  5. Click on Assignment 3.  The Assign Agreement window is displayed, revealing the salient characteristics of the selected agreement.
  6. Enter the Assignment date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the date on which the agreement will be assigned to a different contact group 4.
  7. Optionally, activate the Override default episode start (end) reason tick boxes provided, and then using the adjacent drop-down fields, select alternative parameter values for the corresponding agreement lifecycle transitions 5.
  8. Using the Occupation start (end) reason drop-down fields, select corresponding parameter values to track the incoming and outgoing property residents 6.
  9. Select the New group for the 'incoming' tenants using the spy-glass icon (). The Assign Agreement window is displayed.
  10. Enter sufficient contact group details into the search fields provided and click on Search. The Assign Agreement window is displayed, returning all possible matches.
  11. Activate the Select tick box against the row containing the exact record match or use Refine Search to enter alternative criteria.
  12. Optionally, click on View Members to verify the contact group membership details; otherwise proceed to step 15. The Assign Agreement - View Member window is displayed, revealing all current members of the contact group.
  13. Use the Add Group Member and Remove Group Member action buttons to revise the membership list; double-click on each record in turn to affirm the Responsible and Head of Group attributes.
  14. Click on Next. The Assign Agreement window is displayed, summarising the applied membership changes for the assigned contact group.
  15. Click on Next. The name of the assigned contact group is displayed in the corresponding New group field.
  16. Click on Next. The Assign Agreement - Addresses window is displayed, ready to revise the postal addresses for all involved parties, both at Contact and Contact Group level.
  17. Using the Group drop-down field, select the 'incoming' contact group for which postal address amendments will be applied. An additional address entry will be automatically inserted into the Contact Group Addresses and Contact Addresses grids, reflecting the assigned agreement address.
  18. Double-click on each address entry in turn to revise the specific classification, correspondence attributes (particularly Send post here) and 'effective' date range 7.
  19. Optionally, to specify an alternative postal address for the contact group in current focus: (a) Click on Add Contact Group Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table 8; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact group, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range; (e) Click on Save - The full address is displayed in the corresponding Contact Group Addresses grid.
  20. Similarly, to specify an alternative postal address for a contact group member cohort: (a) Activate the Select tick box against a subset of contacts to be assigned the same address record; (b) Click on Add Contact Address - The Search Address window is displayed; (b) Enter the first few characters of the address into the dynamic search facility, or use the spy-glass icon () to launch the Advanced Search facility - All possible matches are returned in the summary table; (c) Double-click on the row containing the exact record match or revise the entered address component - alternatively, click on New Address to create a new address for the contact subset, not previously held; (d) With the Address Details window in current focus, complete all pertinent data entry fields for the alternative postal address, particularly the Send post here attribute and the 'effective' date range; (e) Click on Save - The full address is displayed in the corresponding Contact Addresses grid.
  21. Repeat steps 17 through 20 to apply equivalent address amendments to the 'outgoing' contact group included in the assignment process.
  22. Click on Confirm. The Assign Agreement window is displayed, summarising all accounts associated with the assigned agreement.
  23. Activate the Select tick box against each account to be transferred to the new agreement episode 9.
  24. Click on Next. The Assign Agreement window is displayed, summarising the resulting outcomes of the proposed assignment.
  25. Click on Confirm to complete the assignment process or Back to apply any amendments.


Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 This option is only available in the instance where the Maximum number of assignments steered by the associated tenure type has not been exceeded.

4 Only assignment dates can be selected that fall after the most recent rent agreement episode came into effect.

5 These custom values can be populated by the end user via the system parameters entitled Rent agreement episode start reasons and Rent agreement episode end reasons.

6 These custom values can be populated by the end user via the system parameters entitled Rent agreement occupation start reasons and Rent agreement occupation end reasons.

7 Only one postal address can be effective for a contact or contact group at any one time; where overlapping Effective from and Effective to dates are detected, the end user will be asked to amend the values accordingly.

8 The field will operate as a dynamic search function and match against any element of the property address, based on the successive characters entered.

9 By default, all accounts are selected for transfer to the new agreement episode; only the main account cannot be deselected by the end user.


See related topics...

Rents agreement management overview

To perform a rent agreement succession

To perform a rent agreement exchange

To define a rent tenure type parameter value

To define the user profile

To define a general lookup parameter value

Using the search facility