Best Practice: Custom Filters

  • Updated

Using filters effectively is the single best way to help optimize your maintenance performance while using the Property Meld system. When used effectively, Filters will drive your process, allowing you to quickly navigate to any items of interest directly from your Dashboard. The purpose of this article is to establish a best practice for setting up your Dashboard with Filters that will save you time coordinating maintenance.

For additional information on Filters, please refer to the following articles:

NOTE:

  • This list is not all-inclusive. You may want to consider adding Filters that work for you and your company.  
  • As you're creating a filter, anytime you click outside of the filter box, the filter box will disappear.  If this occurs, begin the process again.  

Bidding Process

In this example, you can quickly review the status of a bid directly on your dashboard.

NOTE: For more on the bidding process, please refer to Best Practices for Bidding. 

Step 1:

Create a Tag for bidding.  As an example, title the Tag "Job Pending Bid."  For more information on tags, please refer to Best Practices and Examples of Tags. 

Step 2:

On the Melds List, click the large Filter dropdown, then click Add Filter.

Step_2_Adding_Filter.png

Step 3:

Click the FILTER menu, then click Tags and select the Job Pending Bid tag and APPLY FILTERS.

Note: Any Tags you want to keep track of on your Dashboard (i.e. Home Warranty) would be used just like the example below.  

Step_3_Apply_Filter.png

Step 4:

Click SAVE.

step_4_saving_filter.png

Step 5: 

Click Create new filter, create a name for your filter, then click SAVE FILTER.  In this example, the name of the filter that will appear on the Dashboard is "Open Melds Pending Bid".

Note: Before saving, determine if you want this Filter to be visible all Agent and Admin Users or Private. Leave the Private box unchecked if you want this Filter available to all Agent and Admin Users. Refer to Shared vs. Private Filters for additional information.

step_5_naming_filter.png

Turns

In this example, you can quickly review the status of a Turn directly on your Dashboard.

NOTE: 

  • For more on the Turn process, please refer to Best Practices for Turnovers.
  • For this example, you must select the "Turnover" Category when initially creating the Meld(s).

Step 1:

On the Melds List, click the large Filter dropdown, then click Add Filter. 

Step 2:

  • Click the Filter menu. Check the box next to Meld Status. Select all the Pending Meld statuses to get all the open Melds.
  • Check the box next to Categories. Type Turnover into the box and select it.
  • Click APPLY FILTER, then click SAVE.

Step_2_filters.png

Step 3:

Click Create a new filter and create a name for your filter, then click SAVE FILTER.  In this example, the name of the Filter that will appear on the Dashboard is "Turnover".

Note: Leave the Private box unchecked if you want this Filter available to all Agents and Admin Users.  

Step_3_filters.png

Assigned To

Through the use of Filters, you can quickly review the status of Melds assigned to a specified Internal Maintenance Technician or Vendor directly from your dashboard.  For this example, we'll use an Internal Maintenance Technician.

Note: You're also able to see what is assigned to you, as well as if the Meld is waiting on the Tenant through this filtering process.  

Step 1:

On the Melds List, click the large Filter dropdown, then click Add Filter. 

Step 2: 

  • Enter the name of the Internal Maintenance Technician or Vendor that you wish you review from the Assigned Maintenance field.
  • Select the Meld Statuses displayed in the screenshot below for an Internal Maintenance Technician.  
  • Select the desired timeframe you wish to view from Creation Date.   

Assigned_to_James_step_2.png

NOTE: If selecting a Vendor, use the Filters displayed in the screenshot below:

Vendor_assigned.png

Step 3:

Click APPLY FILTER (not shown).

Step 4:

Click SAVE.

step_4_saving_filter_for_assigned_to.png

Step 5:

Click Create a new filter and create a name for your filter, then click SAVE FILTER.

NOTE: Leave the Private box unchecked if you want this Filter available to all Agent and Admin Users.

Assigned_to_Gary.png

Note: You can also view Melds submitted by any Vendor.  Click on Vendors, click on Vendor card, click on Melds.  The example is shown below:

Viewing_by_Vendor_2.png

Specific Meld Type

During certain times of the year, Property Managers may receive an influx of similar requests. Setting up a Filter for those frequent Meld types can be beneficial to your process. For example, landscaping and lawnmowing Melds are frequent for vacant Units or multi-family buildings during the summer. 

Heating and A/C are important and require a high level of awareness for these types of Melds, that example is shown below.

Note: Some Property Managers tend to add a specific tag for lawnmowing to help keep the frequent lawnmowing and landscaping Melds separate.  Please refer to the first example shown above for the bid filtering process as it outlines how to use tags in the filtering process.

Step 1:

On the Melds List, click the large Filter dropdown, then click Add Filter.   

Step 2:

Select your desired Category and Creation Date you wish to view on your dashboard.  Then Click APPLY FILTER (not shown below), then click SAVE. 

step_2_heating_and_ac_specific_to_meld.png

Step 3: 

Click Create a new filter and create a name for your filter, then click SAVE FILTER.

Note: Leave the Private box unchecked if you want this Filter available to all Agent and Admin Users.

acheating_save_filter_to_dashboard.png

Meld Could Not Be Completed

From time-to-time Melds cannot be completed for various reasons.  To view those Melds directly on your dashboard, please refer to the below example.  

Step 1: 

On the Melds List, click the large Filter dropdown, then click Add Filter.

Step 2: 

  • From the filter menu, select the canceled and could not complete fields.  
  • Enter the desired Creation Date to view.  
  • Click APPLY FILTER (not shown below). Then click SAVE.

step_2_could_not_be_completed.png

Step 3: 

Click Create a new filter and create a name for your filter, then click SAVE FILTER.

Note: Leave the Private box unchecked if you want this Filter available to all Agents and Admin Users.

Step_4naming_filter_not_complete_cancel.png

 

Create Reminder

Step 1:

From a Meld you would like to add a Reminder, click Reminders.

Reminder_1.png

 

Step 2:

Click ADD REMINDER.

Reminder_2.png

 

Step 3:

Enter the Title to be displayed in the reminder notification.

Select the Due date and for quick entry, click the 24 hours or 1 Week links next to the Due date field.

Select Assignees (1 or more) that will receive the notification and for quick entry, click Me link to add yourself.

Click SAVE.

Reminder_3.png

 

Step 4:

View all Reminders on a Meld to see what's been completed and what's overdue.

Reminder_4.png

 

Edit or Delete Reminder

Step 1:

Click Melds and click a Meld with a Reminder.

Reminder_5.png

 

Step 2:

Click Reminders.

Reminder_6.png

 

Step 3:

Click gear-icon-actions.png to Edit or Delete the Reminder.

To update the Reminder as Complete, click the checkmark next to the Reminder. 

Reminder_7.png

 

Create a Filter for Reminders

Step 1:

Click on any current filter on the Dashboard and click the dropdown.

Click Add Filter.

Reminder_8.png

 

Step 2:

Click Filter dropdown.

Check the box next to Reminders and select an option for the Filter, ex. Today or Tomorrow.

Click SAVE.

Reminder_9.png

 

Step 3: 

Select Create new filter.

Enter a Name, ex. Reminders Due Today.

Click SAVE FILTER.

NOTE:  For more information on Filters, please refer to How to Customize Filters and Dashboard.

Reminder_10.png

 

Step 4:

Reminders Due Today is now a Filter accessible and viewable on the Dashboard.

Reminder_11.png

 

 

 

 

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