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Real Estate Portfolio Management / Portfolio Administration / Portfolio Summary
Real Estate Portfolio Management / Lease Administration / Lease Portfolio

Enter Contacts for Portfolio Items and Leases

From the Contacts panel, you can add, edit, or delete contact information for the lease or portfolio item.

Assigning contacts or tax authorities to land property

You can add tax authority contacts for parcels defined as part of your land property. Since you might own properties in the same city (tax jurisdiction), you can define the contacts only once, and assign the same Tax Authority and Tax Collector contacts with all your properties in that city without duplicating them.

Assigning contacts to multiple leases

You can add contacts to a lease by selecting from contacts you have already added, or by adding a new contact. These contacts can be added to multiple leases, so that you only need to maintain one record. You can also assign multiple contacts to a lease.

• For the same lease, only one lease Landlord Contact and only one lease Tenant Contact can exist. These are designated by the Landlord and Tenant Contact Types that you select when adding the contact.
• In addition to the landlord or tenant contact, a lease can also have multiple alternative, secondary contacts, such as PROPERTY MANAGER, FACILITIES MANAGER, or AGENT. The Contact Type designates the role the contact is serving for this lease.
• It is possible to have a contact assigned to two different leases, as Landlord contact for one and as Tenant contact for the other. This could be needed if you, as a tenant, sublet some of your leased space.
• The same contact cannot be assigned multiple times, at the same time, for the same lease, even if the contact is serving different roles.

The application includes the Lease Contacts table (ls_contacts) that stores lease contact assignments for contacts entered for leases in the Contacts table. When you add a contact for a lease, the record is automatically created in the Lease Contact table.

Landlord and Tenant Contacts

Landlord and Tenant contacts can be entered in the Leases table when entering lease information, or in the Contacts table when assigning a contact to a lease. As a best practice, you should enter the Landlord Contact and the Tenant Contact in both the Leases and Contacts tables.

• The Landlord and Tenant contacts entered in the Leases table are key information for a lease agreement and are shown in reports, such as Leases by Tenant Name, Leases by Landlord Name, Lease Details, and Lease Abstract reports. .
• When you enter Landlord and Tenant contacts in the Contacts table, you can enter more complete contact information, such as Cell and Fax numbers. Additionally, you can assign the contacts entered in this way to multiple leases.
• When you enter contacts in the Contacts table, this automatically creates a new record in Lease Contacts table.
• When you edit or delete information for the Landlord Contact (ls.ld_contact) or Tenant Contact (ls.tn_contact), the assignment information in the ‘Lease Contacts Assigned’ table (ls_contacts) will be automatically updated.

Access the Contacts Pane

You enter contacts using the Contacts pane accessed from:

• Archibus Cloud / Leases / Lease Portfolio / Add-Edit Wizard task (Contacts tab)
• Lease Administration / Lease Portfolio / Add-Edit Wizard, task (Contacts tab)
• Lease Administration / Lease Portfolio / Add/Edit Form - Complete task

• Portfolio Administration / Portfolio Summary / Add/Edit Wizard (Contacts tab)
• Lease Administration / Lease Portfolio / Lease Portfolio Console task (Contacts tab)

When working from the Add / Edit Wizard or the Add/Edit Complete form, you first select the portfolio item.

When working from the Lease Portfolio Console, you first select the lease. For more information, see

• Add/Edit Form - Complete.
• Add/Edit Wizard Overview
• Lease Portfolio Console - Contacts

Procedure

To add a new contact for the portfolio item:

1. In the Contacts pane, click Assign.

   The Available Contacts form appears.

2. Do one of the following:

• If the contact does not appear in the list:
  1. Click Add New.

     The Contact Details form appears.

  2. Enter the following required information:

     Contact Code. This is the unique identifier for the contacts.

  3. Enter the following recommended information:
     

     Cellular Number / Fax Number and / or Address information.

     Contact Type: The type of contact, such as Landlord, Tenant, or Building Super.

     Note: Each lease can have only one Tenant and Landlord contact. These are considered the primary contacts. You can enter as many contacts of other types as needed.

  4. Enter additional information as needed:

     Notes: Use this field to enter additional information about the contact.

     Contact Status: Use this field to designate the contact as Current or Old.

  5. Click Save.

     The Available Contacts list now includes the contact you just added.

  6. Select the check box for the contact and click Assign.
• If the contacts appears in the list:
  1. Select the check boxes for the contacts you want to assign to the lease and click Assign.

     The Contacts pane now shows the selected contacts.

To edit a contact:

1. Select the contact in the Contact List.

   The Contact Details form appears..

2. Edit the information and click Save.

To delete a contact:

1. Select the contact in the Contact List. 

   The Contact Details form appears..

2. Click Delete.

   A confirmation message appears.

3. Click Yes.

Updating legacy data

Prior to v.21.3, lease administrators entered lease contacts in the Leases table as follows:

• Landlord Contact (ls.ld_contact)
• Tenant Contact (ls.tn_contact)

To ensure continuity and ease of migration, the existing lease Landlord Contact (ls.ld_contact) and Tenant Contact (ls.tn_contact) fields will continue to exist and will represent the primary contacts for the lease. However, contacts entered in this way are not recorded in the Contacts table. Contacts cannot be assigned to other leases unless they are also entered in the Contacts table.

To correct this situation for your legacy data:

• You add all valid Landlord and Tenant contact information into your Contacts (contacts) table.
• You add all valid Lease and Contact information into your Lease Contacts (ls_contacts) table.

Next Steps from the Add / Edit Wizard

If you are working from the Add / Edit Wizard, do one of the following: after working on the Contacts tab:

• Continue: From the Contacts tab, click Continue to Enter Base Rents for the lease. You can click Continue from any tab to move to the next tab.
• Finish:  Click Finish if you have completed your entries. This returns you to the Action and Type step from which you can make new selections to work with another portfolio item. See Add/Edit Wizard Overview
• Back: Click Back to return to the Documents tab. See Associate Documents.

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Overview of Tasks for Editing Leases and Portfolio Items

Lease Portfolio Console