Property

Work Orders

Is there a way to upload Work Orders?
From Spreadsheet or Form?

Connect with Mark Shryock on details?

W/ Form: I believe Daniel H. did this with Senior Corp.

Can we Power Automate this?

All Metro buildings have there own form? or all metro buildings on one form?

Less email clutter and auto-email responses

use flow to create platform for maintenance staff's comments. Front desk can add comments to CRM

Would need "maintenance" Team

Create flow for reply email

Can we use flow to send reply emails?

Possible but we would need to add an approval so the email doesn't go out before the work order is complete

Use Power Automate for incoming WOs.
Use CRM Workflow for completion email

Sheryl - Are residential work orders handled by PSS Admins?

If we created a workflow for Metro work orders, would PSS be on board? can show an example of how Flow works

Leases, Grants &
Contracts
Signing

When to use Grants and Contracts?

When to use Alphatrust?

Property Leases, Vehicle Orders

Inter-Department PDF Signing possibility

Is a "free" option. had Steven do a test. Patty and I also were able to do this. Ideal users should be 'computer savvy'

Patty purchased Adobe sign but it only has 150 'signatures' a year. one sign = one document up to 100 pages with 10 signers

This could be used to sign Capital Request forms

Problem with 'free' option is it auto-defaults to microsoft pdf instead of regular pdf. You have to go into adobe reader app, then the tools tab, upload file into adobe then you can sign and save it. Sheryl and Steve are capable of doing this.

Capital Request form

Can this form be converted to MF and Automated?

Patty created new fillable form to fix problems with old form

Visio

How is Visio used?

Not necessary for me or Patty

CRM

Audit Dashboards/Regularly Scheduled Audits

Create advance finds for any records where errors happen

Document Filing

Document Section on Main Property record

Available to test in DEV

Document Sub-record

Needs a Sharepoint Folder

This might be something we already have?

Access Requests Kept in CRM?

I think Sheryl adds this to CRM

Sheryl ?: What do you add to CRM for Access Requests?

How do you add a task? and can you assign it to someone?

What is the process for budgets?
from adding budget item to uploading signed capital request form

How can we make this easier to upload to CRM?

We can track Keys in CRM

Let's take some time to test this

First we need to decide on the process for Adding/Uploading each record type. Then create a 'how-to' guide showing the steps involved

We should schedule monthly practice meetings, in person. each meeting will cover one record type and the last part will be for questions. each team member will bring two items to input/upload. Make it a potluck - Eat after the presentation

if possible create audit advance finds/dashboards to catch/track records with errors

Access Requests

Can create quickstep email for pdf Forms sent to Front Desk.
quickstep will forward to BuildingAccess@lssmn.org.

Includes link to Access Forms

Created Forms for Building Access, Additional Access and Key Requests

Also created flows for each form and have them going into one spreadsheet, with each form having it's own tab

Sends email to person that completes form and Teams message to Front Desk/Mailroom Team, Access Badge Channel

Electronic form helps keep everyone using the same form. when an update is made we don't need to send out the new form

Slow transition to Electronic form. Find app to track time

Power Automate

Automated Emails

Annual, Quarterly, Monthly or Seasonal Reminders/Emails/Notifications