Overview

Your Propertyware Administrator may create Bank Account, Portfolio and Building Restrictions individually tailored for each user account within your organization. These restrictions, combined with user profile settings, allow your Administrator to tightly control which segments of the application a user may view and edit. These restrictions are useful for companies seeking to provide controlled access to critical segments of the application among their varying users, such as contract workers, property owners or property managers. Controlled access to segments of the application remain undetectable by the restricted user.

What is a Bank Account Restriction?

A Bank Account Restriction is a setting within a user account which restricts the user only to designated bank accounts; any other bank accounts outside of these restrictions will not appear for the user when recording payments, paying bills, or processing bank deposits and refunds. On the other hand, an unrestricted user may access all bank accounts within your organization. Unlike user profile settings, Bank Account Restrictions cannot be set for a group of users and must be set for each individual user account.

What is a Portfolio and Building Restriction?

A Portfolio and Building Restriction is a setting within a user account which restricts the user only to certain designated portfolios and buildings; any other portfolios and buildings will not appear for the  restricted user, including their respective leases and tenant ledgers. On the other hand, an unrestricted user may access data relating to all portfolios and buildings. Unlike user profile settings, Portfolio and Building Restrictions cannot be set for a group of users and must be set for each individual user account.

What's the Difference Between a Portfolio Restriction and Building Restriction?

Your Administrator may use a combination of both Portfolio Restrictions and Building Restrictions to limit users from viewing and accessing certain properties within the application. Portfolio Restrictions allow your Administrator to restrict users from viewing your organization's complete inventory of portfolios. When a Portfolio Restriction has been set on a user account, the user will be restricted to viewing all buildings, units, and leases attached to the restricted portfolio. On the other hand, Building Restrictions allow your Administrator to restrict users from viewing your organization's complete inventory of buildings. When a Building Restriction has been set on a user account, the user will be restricted to viewing all units and leases attached to that same restricted building.

How do I Create a Portfolio, Building or Bank Account Restriction?

Only your Propertyware Administrator may create Portfolio, Building or Bank Account Restrictions for users within your organization. To do so:

1. Click Setup located at the top right corner of any page of the application.

2. From the left side bar, click on the Manage Users link from the Administration Setup menu.

3. To view a list of all users within your organization, click on the User Accounts button on the sub-navigation bar located immediately below the application's various tabs.

4. To create a new user, click the New User button. By default, all newly created user accounts are granted unrestricted access to your organization's portfolios, buildings and bank accounts.

5. To restrict a user from accessing any number of portfolios and buildings, click the Set Restrictions link located in the Restrictions column for that user account. Note that user accounts for your Propertyware Administrators, marked by a default "ADMIN" entry in the Restrictions column, cannot be restricted.

6. The page will refresh to display the Restrictions Page for that user account. The Restrictions Page displays a complete list of your organization's portfolios, buildings and bank accounts in Propertyware.

7. Click the appropriate checkbox for the portfolio(s), building(s) and/or bank account(s) you wish to make accessible to the user. A user's range of access will be limited to the portfolios, buildings and bank accounts selected here.

8. Then click the Save button. Once restrictions have been set on a user account, a yellow padlock icon will appear in the Restrictions column for that user account. Repeat these steps for each user whose usability you wish to restrict.

For example:

Ken is one of my property managers and I want to grant him access rights within the application only to the extent of the real estate he manages. He manages a building located at 100 Mission Street, which is one of several buildings within the Donald Trump portfolio. To restrict him to access and view this building only, I will need to select both the Donald Trump portfolio from the Portfolio Restrictions table as well as 100 Mission Street from the Building Restrictions table. These Restrictions will prohibit Ken from viewing any property other than the 100 Mission Street building. Had I not set a Building Restriction, I would effectively be granting Ken access rights to all buildings within the Donald Trump portfolio.  

In line with the portfolio restriction set above, I also want to limit Ken's access to our organization's bank accounts so that he may cut checks from and deposit monies into the Trump bank account only. To limit his access rights to this bank account and restrict him from accessing other bank accounts, I will need to select the Trump account from the Bank Account Restrictions table. Additionally, I will need to select the Petty Cash and Deposit accounts to allow Ken to fulfill his complete managerial responsibilities within Propertyware.