Schemes & Properties

Introduction

Property Types

In RPD there are 2 types of property; a Standalone or a Scheme property;

• A Standalone property is a single property, this may be on the high street or out of town.
• A Scheme property is a property which forms part of a Scheme, which could be a Shopping Center, or an Out of Town Retail or Leisure Park.

Scheme Types

A Scheme is a collection of properties. There are 3 types of Scheme;

• Out of town
• Leisure
• Shopping Centre

Schemes List

The Schemes list page is accessed using the main menu on the left hand side.

It shows a list of all schemes within RPD.

You can use the buttons at the top of the list to quickly filter between Out of town, Leisure and Shopping Centres.

You can click on Companies and Contacts to view their contact details.

In the actions column:

• the edit button will show you the Scheme View
• he map button will take you to the map page and show you the scheme on the map

Scheme View

The Scheme View can be accessed by clicking the edit button on the Scheme list page, or by clicking on a scheme marker on the map page.

The view is split into multiple sections;

Scheme Info

The Scheme info section provides basic information about the scheme and contact details for the Landlords and Landlords Agents.

The Scheme info can be edited by pressing the edit icon at the top right hand side of the Scheme info box.

You can click on the Landlords or Landlords Agents to quickly view their contact information.

Scheme Map

The Scheme map shows you a Google map location for the scheme.

If the location is not correct, you can easily reposition the marker by clicking on the marker and dragging it to the correct location.

You can use all of the Google map features when viewing the scheme, such as Street view or full-screen mode by using the usual buttons displayed on the map.

Remember to exit full screen mode you just press the 'Esc' key on your keyboard.

Scheme Properties

The Scheme properties section shows you a list of properties that are located within the Scheme. Please check Public & Private Data for an explanation of how property data is used in RPD.

You can view tenant contact information by clicking on the tenants name.

The comments column shows a button with a number. The number represents the number of comments for that property, clicking allow you to can view or add comments. Check out our page Comments, Tagging & Mentions for more information on how to use comments.

Adding Scheme Properties

If the scheme is missing a property, you can add one by pressing the Create button at the top of the properties table.

You will be guided through the steps to create a new property.

Editing Lease data and Files to Scheme Properties

The edit property button in the actions column will take you to the Property View, where you can view the property in detail and add your lease and file data. Please see the Property View section (below) for more information.

Scheme Properties Importer

You can import lease data for multiple properties to a Scheme from Excel file (tenancy schedule), however, there are certain criteria for the importer to work correctly;

• the headings in the spreadsheet are on one row
• the headings should be on the first row of the spreadsheet, although the importer will attempt to detect the headings if they're not on the first row
• the properties in the table take up one row each
• all dates are formatted to yyyy-mm-dd

To begin, click the Import button located at the top right of the properties table to start the importer wizard;

1. Select file - select the excel file that you wish to import. Please note the criteria above for the importer to work correctly.
2. Preview & Map columns - on this step, match the columns in your spreadsheet to the columns in properties table in RPD. The importer will try to automatically map columns that have the same name. Below this, you will see a preview of the data that will be imported along with the header names from the excel file. Please use the bin icon to remove any rows which do not need to be imported.
3. Tenants - on the next screen, you will see a table with two headings Import tenant and Matched company. Import tenant is a list of Companies from the tenant column in the excel file. The importer will try to automatically match these companies to companies that already exist in RPD which is displayed in the Matched company list. If a match is incorrect then you can click on the button and manually change it to the correct company. If the company does not currently exist, you can leave this blank and a new company will be created when the import is completed.
4. Properties - on the final screen you will see a preview of the data that will be imported to the properties table. In the tenants column, a grey tenant denotes that a new company will be created with this company name. A green tenant means that this is already matched with a company from within the database.
5. Final edits - once you press the import button, the properties will be imported. If any information is incorrect or incomplete, you can now go back to the Scheme overview and edit the individual properties so that they show the correct data. This may also be a good time to save the tenancy schedule document to the scheme files for future reference.

When the import is run, it will delete any existing properties for the scheme.

Import Troubleshooting:

If you are having difficulties importing an Excel document, please try the following steps;

• If the existing tenants for the scheme are significantly different from the list that you are importing, it may be easier to manually add the properties. Alternatively, send the file to private-data@rp-databse.com and we will import the data to your companies account on your behalf.
• For best results, it is recommended that the table headers in the excel document are on the first row of the spreadsheet and do not take up more than one row.
• Make sure that all dates are formatted to dd/mm/yyyy. Mixed or other date formats will not work.
• Once the header row has been detected, the importer will import all following rows. Please make sure you delete any rows at step 2 which do not relate to properties. This is usually summary information from the spreadsheet that is included after the properties.

Scheme Comments

Users can save comments against the scheme. This may be a useful place to store any specific details about the scheme when carrying out research or after completing a site visit.

Scheme Files

You can save files and images against a scheme. It is a great place to store your companies documents that are relevant to the scheme, or any pictures you take after a site visit.

To do this, simply press the Upload button. You can now drag and drop files/images into the area displayed, or click on the 'Select files for upload' area and select the images and files you wish to upload.

All files and images can be viewed downloaded or deleted by clicking the Files button. Images are automatically displayed when you press the Images button.

Creating Schemes

You can create a new scheme from the Schemes list page by clicking the create button at the top right of the scheme list table.

You are then guided through the steps to create a scheme.

Editing Schemes and Scheme Properties

You are able to edit a Scheme and the Scheme Properties from the Scheme View.

Editing a Scheme

To edit the scheme press the edit button near to the top of the page.

Properties List

The properties list is accessed using the main menu on the left hand side of the screen and pressing Properties.

The filters above the table allow you to filter between all properties, standalone properties and scheme properties.

There are further filters that can be applied by pressing the filter button at the top of the table.

You can export the current table view list of properties to an Excel spreadsheet by clicking on the Export button.

You can also search the table using the search field at the top right of the table.

To add a new property, press the + button at the bottom right side of the page.

Access the property overview to view and edit a property in detail by pressing the edit button in the actions column on the right hand side of the table.

Property View

The Property View is accessed by pressing the edit button in the actions column of the properties list.

The property overview contains detailed information about the property including;

• Location data & map
• Lease information
• Landlord information
• Comments
• Images & files

You can edit any of this information by using the appropriate button.

Creating Standalone Properties

To create a new property, press the + New Property button which is located at the top of the properties list page.

Follow the wizard and fill out the fields as appropriate.