Platform Enhancements

Allocation codes on work orders

Prism now offers a new charge type called “Allocation Codes” that allows you to distribute work order costs across two or more properties.

To use Allocation Codes:

  1. Ensure users have the “Can Manage Codes” permission enabled
  2. Create the allocation codes in the accounting module
  3. Add a new custom “Allocation Code” field to work order forms

To create a new allocation code:

  1. Click on Accounting at the bottom of the left navigation panel
  2. Click Codes
  3. Click the Create Code button in the upper right
  4. On the create code page, select Allocation Code from the code type selection menu
  5. Enter the appropriate allocation code. Optional: If applicable, complete the expense, credit, debit, and description fields.
  6. Under the Properties section, select the properties where this allocation code can be used. You can search for an individual property or property group, as well as selecting Include All Below for this allocation code to apply to all properties.
  7. Click Save.

How to add an Allocation Code to a work order form

  1. Navigate to the existing custom form or create a new one by clicking Admin, then Forms, then Create New Form in the upper right.
  2. Click Add Custom Field
  3. Click New Field
  4. Click Prism Data
  5. Enter a name for the field under Field Name
  6. Under Prism Data Type, select Code
  7. Under Code Type, select Allocation
  8. Toggle On the Accounting Related toggle so the field can be used in accounting batches.
  9. Click Add Custom Field.

Add any other custom fields, then click Save.

To add a new form to a work order:

  1. Navigate to Admin > Issue Types
  2. Select the appropriate issue type
  3. Under Forms, click "Add Form" in either "Show on Create" or "Show on Complete"
  4. Choose the form containing the Allocation Code
  5. Click Submit

When creating or completing a work order, you will now see the Allocation Code field. The dropdown will only display active codes for the work order's associated property.

Customized attachments on notifications

This feature allows you to add additional attachments to work order notifications. Attachments can be customized, allowing you to tailor your attachments based on property and recipient, ensuring more targeted and effective communications. There is also flexibility to set attachments at the account or property level.

To enable:

  1. Click Admin
  2. Click Notifications
  3. Select the appropriate notification event
  4. Select the desired notification event (Tip: Use the search bar to find specific modules or events quickly)
  5. Choose the scope: Select “Account” to apply to all properties. Or choose “Property” and select specific properties
  6. Choose the recipient group: Select property managers, vendor, or tenant
  7. Add the attachment: Click “Add File”. Upload a new file or select an existing on from Prism
  8. Click “Save” to confirm your changes

Repeat these steps for each recipient group or notification as needed.

Note: To use this feature, you must have the “Can Manage Email Notification Content” permission enabled.

My Properties: Add and edit regions

In My Properties, users can easily create and edit regions directly from the Regions tab:

  • Create new region
  • Edit existing regions quickly
  • Add or remove properties from a region on the same page