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Version 2.17.6 - 10th December 2012

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V2.17.6 was released on Monday night December 10th 2012. These release notes are subject to change.

1.0 Improvements to functionality.

1.1 HTML Email signatures.

An update has been made to the emails that are sent from the system so that they are now able to include your own HTML signatures. Custom signatures can be added to your company, branch and individual staff email addresses. They will be included when a user sends an email from the In Tray, generates a rent/invoice chase email and also on all system generated emails that get sent to the Post Bag. Signatures will not be included when replying to emails, only newly created emails.

As mentioned, the signatures can be set up on the company, branch and staff email addresses. If a staff member doesn't have a signature set up then the system will use the branch signature. If that isn't set up then it will use the company signature.

Signature set up.
In order to set up the default company and branch signatures, users will need to provide a member of the LetMC Support team with the desired code so they can to add it to the system. Users will be able to override these signatures in the 'Control Panel > Manage EMail > Manage EMail Accounts' view.

To add a signature to a staff member, users will need to navigate to 'Control Panel > Staff > Modify a Staff Member' search for the staff member and then enter the HTML code into the signature box at the bottom of the page. Again, this can be overridden in the 'Manage EMail Accounts' view.

Creating a signature.
Signatures will need to be written in HTML code and pasted into the signature box on the system. It is not necessary to include the 'HTML' and 'BODY' tags as the system will do that for you.

We have created a guide that demonstrates how to create a few HTML signature template examples. It can be found here: HTML Signatures Guide. Client Support will be on hand to help add your signature to the system.

The system is unable to render HTML signatures, so in order for a user to see the signature that has been added we have included a preview button. This will load up the signature in a new browser tab so that it can be viewed before it is finalised. This also means that users will not see the actual signature in the body of the email when they are preparing to send. Instead it will be added under the bonnet as the email is sent.

Overriding a signature.
As mentioned, all signatures can be overridden in the 'Manage EMail Accounts' view. This is done by clicking on the edit pencil for the desired account in order to gain access to the settings and signature page.

This view will instruct the user as to what signature is currently being used for that account. For example, if a company and branch signature has been set up then for a staff member it will say: "Currently the branch signature is being used. Type in a signature below to override.". By entering some HTML into the signature box, the system will apply that signature to any emails sent by that account instead of the branches signature.

If users dont want a signature for a particular account then they need to untick the 'Signature enabled' box that has been added to this view.

Uploading an image.
An image uploader has been added to allow users to store images on the system and then reference them in the HTML so that they are included in the signature.

This is achieved by navigating to 'Control Panel > Manage EMail > EMail Signature Images' where users can browse and upload images (Max. 4mb) that are on their personal computers. Each image uploaded will have a unique URL which will need to be used as the image source when creating a HTML signature. This will then allow the HTML signature to find the location of the image and then display it when the signature is generated.

If an image is uploaded with the same file name as one that has previously been uploaded then it will override it.

HTML EMails.
It is not possible to view an email as HTML in the In Tray. Previously, any HTML emails received would be added as an attachment that would need to be opened in order to view the message. This has been changed in this release.

If a HTML email is received in the In Tray, users will notice a 'view as HTML' link when viewing the message. This link will open the message up in a new browser tab so that it can be displayed as intended.


1.2 Payment status filter for 'People in Credit'.

New functionality has been added to the 'People in Credit' view so that the user has more control over who gets paid. This has been achieved by adding a new object type to the system called 'Payment Status'. It will allow users to select a particular status for a tenant/landlord/contractor and then be able to filter the list of people in credit based on their status.

For example, a user could be doing a payment run and notices that a landlord is in credit but not for the usual amount due to not all of the tenants paying their rent. A status called 'Not all tenants paid' can be created and applied to that landlord, so if another staff member comes to do a payment run they will be able to see the status and therefore skip paying that particular landlord.

Another scenario could be that funds are being held for a landlord until a maintenance deduction has been carried out, so in the mean time you dont want them to be paid. Simply create a status called something like 'Do not pay, holding funds' and apply it to that landlord. Any time someone comes to do a payment run it will be clear for them to see that they shouldn't be paying that landlord.

Creating a Payment Status.
To create a payment status type, users will need to navigate to 'Control Panel > Object Types > Payment Status Filters' , enter the name for the status and then click add. Once created, the name of a status can be altered at any time by clicking on the edit pencil and changing the text, even if that status is already in use. The statuses can also be removed by clicking on the cross, however, it is not possible to remove a status that is already in use.

Selecting a Payment Status.
To apply a status to a person on the system, users will need to navigate to the person details view, such as 'Lettings > Landlord > Modify Landlord Detailsi' , and select a status from the new drop down menu called 'Payment Status'. This will then appear next to their name in the people in credit list and also on a few reports.

Filtering by Status.
As well as being able to display each persons payment status, the 'People in Credit' view has been updated to include tick boxes for each status added to the system. This allows a user to filter the list of people based on certain statuses by selecting/deselecting the tick boxes and clicking go. The list will then update and only display the relevant people. All the tick boxes will be selected as default when loading up that view.

Another change made to that view is that the list will no longer automatically refresh when selecting a certain person type. Instead, the go button will need to be pressed in order to update the grid. A status called 'None set' will be applied to all person types as default, so users not wishing to use this functionality can do so without being affected.

Reports.
The new payment status field will also be made available to the following reports:

- Active Landlords List
- Active Tenants List
- Debtors and Creditors: All exports
- All People List
- All Tenants List
- Tenants List


1.3 Multiple Key Bunches.

New functionality has been added to the "Manage Keys by Property" screen so that the user can add multiple key bunch numbers to the Office and Tenant sets. In this way a user will be able to manage multiple sets of office keys. In addition, the check out process has been improved so that a user can search for a person on the system to "link" to the check out (and automatically populate the contact details).

Adding Bunch Numbers.
When the "Change: GO" button is clicked the user is taken to a screen which allows them to add key bunch numbers. A number, description and type (either "Office" or "Tenant") must be entered. It is not possible to add a bunch if the number entered if it is already in use (for the same type). You can have an Office and Tenant bunch with the same number.

Once a bunch has been added it can be modified using the normal "Edit" and "Delete" icons on the right hand side. It is also possible to change a bunch "type", for example if you have a set of tenant keys but then a void period at a property - the bunch can be changed to an Office set.

The "Manage Keys by Property" screen has been updated so that all bunch numbers of a specific type are displayed on the relevant tab.

When a property is added to the system, a default Office and Tenant bunch is automatically created on the Manage Keys by Property screen. These are called "Office" and "Tenant" respectively and can be renamed should a client want to start recording real bunch numbers on the system. This has been done so that if a client wants to continue using the key system without entering bunch numbers, then this is possible without any extra data input (a property must have at least one Office and Tenant bunch number now).

Checking Out.
A new drop down menu has been added to the check out section that allows the user to select the bunch number. Previously only a single bunch number could be added, and therefore an office key could only be checked out once. The new drop down therefore allows multiple office keys to be checked out for the same property.

Link to Person.
There is also a new option for "Link to Person" on the Office tab. This allows the user to search for a Landlord, Contractor, Staff Member or Applicant to "link" them to the check out action. If there is a phone number entered for the selected person, it will automatically populate the "Contact Number" field. This means that this does not need to be manually typed in as it did previously.

Once a person has been linked they can be changed using the "Edit" button, or unlinked using the "Remove" button. When a person is removed any phone number previously inserted is removed also.

When the "Check Out: GO" button is clicked the key movement log is updated as usual, but the bunch number selected is now included in the note. The linked person name is also now included.

Manage All Keys report.
The "Manage All Keys" report has been renamed to the "Manage Keys" report as it has always been a report of key movement, rather than a list of all keys (e.g. if a key bunch is added but not been checked out, the bunch will not appear on the report because there has been no key movement).

The report contents has been updated so that the export contains more data. New columns have been added for:

* Keys Checked Out To (this is the person that was linked in the check out action)
* Keys Checked Out To Person Type (this is the type of person that was linked e.g. Landlord)
* Keys Checked Out By (this is the staff member who checked in/out the key)

The person that a key was checked out to has also been added to the report summary that appears on the screen (before it is exported to spreadsheet format).

All Key Bunches.
It is possible to get a list of all key bunches added on to the system using the "Vacant / Let / Advertised Properties" report as new columns have been added for "Office Bunches" and "Tenant Bunches".

2.0 Defects Fixed.

2.1 Tenant LPS ID.

The defect that was preventing from tenant's LPS ID's from being saved on the 'Modify Tenant Details' view has now been fixed.

2.2 CC EMail Issue.

The issue with emails containing external email addresses as a CC has now been resolved. Previously, it would not display those email addresses inside of the In Tray item.

2.3 Land Registry company owned property defect.

If a land registry check comes back with a company named as the owner of a property, the system will now be able to handle it and create a new landlord record from the result. Previously, an error would occur when a user clicked on 'create new landlord'.

3.0 Website Improvements.

3.1 Property search results order.
We have now added the ability to change the order in which your properties are displayed on the search results page on your LetMC website. Previously, it was only possible to display the results from lowest rent amount to highest. Now the results can be displayed highest to lowest. Any new websites created after this release will use the high to low order as default.

If you would like the order of your results changed then please contact: websites@letmc.com

3.2 Facebook integration.
It is now possible to integrate Facebook with your LetMC website so that visitors are able to 'Like' a property as well as sharing that properties details with their Facebook friends.

Once enabled, visitors will see the small Facebook icons located under the property photos in the 'more details' view on a particular property. Here they will be able to 'Like' the property or 'Send' the properties details to their or a friends wall by clicking the icons and logging into their Facebook account. It will also show them how many of their friends have already liked the property.

If you would like to have this functionality enabled then please contact: websites@letmc.com

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