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Real Estate Portfolio Management / Lease Administration

Lease Communication Logs

Communication logs document written correspondence and verbal communication concerning your leases. Use them to enter notes about conversations, phone calls, e-mail, and so forth. For written correspondence, you can create a communication log summarizing a letter or fax, scan the document, and store it in the Document field for the log.

Use communication logs to keep historical notes about a lease, such as particular events pertaining to a lease, tenant complaints, and legal correspondence. Typical logs might include: "Tenant (Smith's Florist) wants to use the lobby during business hours to show holiday flowers." or "Tenant complained about basement flooding." or "The lawyers, McCall and Wood, phoned to say they had redmarks on the extension option text, but will be done by Tuesday."

If you have a project that has action items that are associated with a lease, you can associate the lease communication log with that project. This is described in the procedure below.

Accessing Communication Logs

You can access communication logs in the following ways:

Lease Portfolio Console. You can add and edit communication logs from the Lease Portfolio Console.

Process Navigator Tasks. You can add, review, edit, or delete communication log using the following tasks accessed from the Process Navigator's Lease Administration / Lease Portfolio section:

• Lease Communications ... Communication Log Items: Review, add, edit, or delete any communication log item entered for any of your leases.
• Lease Communications by Lease: Select a lease, and then review, add, edit, or delete any communication logs entered for it.
• Lease Communications by activity log item: Select an action item, and then review, add, edit, or delete communication logs entered for that action. The action item must be associated with a lease to appear in this view.
• Lease Communications by activity log item by project: Select a project and an action item, and then review, add, edit, or delete communication logs entered for that project and action item. To appear in this view, the project must have an action item that is associated with a lease.

Exporting communication logs

From these tasks, you can also export the Communications log items to a Word DOCX file by clicking DOCX, or to a spreadsheet by clicking XLS.

Procedure: Adding Communication Logs

To add a communication log using any of the following tasks:

1. Access one of the following tasks:

   Task	Steps
   Lease Communications
   Communication Log Items	Access the task. In the Communication Log Items pane, click Add New. The Add Communication Log form appears.
   ... by Lease	Access the task. If needed, use the Filter console to locate the lease for which you want to add a communication log. See Using the Filter Console. In the Leases pane, select the lease. In the Communication Log Items pane, click Add New. The Add Communication Log form appears. The communication log will be added for the selected lease.
   ... by Activity Log Item	Access the task. If needed, use the Filter console to locate the activity log item (action item) for which you want to add a communication log. See Using the Filter Console. In the Activity Log Items pane, select the action item. In the Communication Log Items pane, click Add New. The Add Communication Log form appears. The communication log will be added for the selected action item.
   ... by Activity Log Item by Project	Access the task. If needed, use the Filter console to locate the activity log item (action item) and project for which you want to add a communication log. See Using the Filter Console. In the Projects pane, select the project. In the Activity Log Items pane, select the action item. In the Communication Log Items pane, click Add New. The Add Communication Log form appears. The communication log will be added for the selected project and action item.
   Lease Portfolio Console	From the Process Navigator, select the Lease Portfolio Console. Enter search criteria for the lease and click Filter. Select the lease in the grid. The Contacts tab appears. Select the Communications Log tab. At the top of the tab, click Add New. The Add Communication Log form appears.

2. Enter the following required information:

   Comm. Log Code: Enter a brief description of this communication log that helps to identify it.

   Lease Code: If a lease is not already selected, select the lease to which this particular communications log pertains.

3. Enter the following additional information as needed:

   Date of/Time of Communication	Document the date and time that the communication occurred. The current system date and time are the default values and are entered as soon as you create a new record. You can edit these default values as necessary.
   Contact Code	Select the name of the person with whom you communicated. This field is validated by the Contacts table.
   Action Item ID	Select the action item if this communications log is associated with one. You enter action items using ARCHIBUS applications, such as Project Management. The Action Item ID list includes only action items that are associated with a lease.
   Recorded By	This field defaults to the name of the user entering the communications log (the logged-on user).

4. Click Save and Next.
5. Enter this additional information as needed:

   Communication Type	Select the communication type that helps to identify the purpose of the communication. You can search for communication logs by their type. Your Business Process Owner defines the communication types from which you can select.
   Priority	Select the priority for this communications log.
   Project Code	Select the project if this communications log is associated with one. You create projects using ARCHIBUS applications, such as Project Management. The Project Code list includes only projects that have actions that are associated with a lease.
   Summary	Enter a short summary of this log to further identify it.
   Description	Enter a detailed description of the communication.

6. Click Save.
7. Associate a document: Para agregar un archivo de documento, en primer lugar debe guardar el registro. Una vez guardado, aparece el botón Registrar nuevo documento junto al campo Documento. Use este botón para buscar el archivo. Entonces, puede ver el documento desde el registro haciendo clic en el botón Mostrar documento que aparece junto al campo Documento. Más información en Uso del sistema de gestión de documentos.

   This document field can hold documents concerning your lease communication, such as correspondence, scanned signatures, notes on meetings, and so forth.