Upload and Export Building Rules

Organisation Admins can upload Building Rules in bulk on the Buildings page. There are three kinds of Building Rules that can be added: Invoice Rules, Recurring Rules and Document Rules.

Invoice Rules govern invoice processing and define the approvers required for internal and external approval.

Recurring Rules set workflows for contractors and GL codes to skip the Invoice Rules.

Document Rules dictate which categories of documents are automatically shared with specific user types.

Organisation Admins can also export a set of rules to the email on their account with a single click.

Contents

• Upload Building Rules
• Export Building Rules

Upload Building Rules

Organisation Admins can upload Building Rules directly from the Buildings page. To go to the Buildings page, click the Buildings Icon on the toolbar then select 'Upload Rules' to the right of the Search Bar.

A new page will open with three options for uploading Building Rules. Select the tab for the type of rules that need to be uploaded, either Invoice Rules, Recurring Rules or Document Rules.

Invoice Rules

Select the 'Invoice Rules' tab to upload Invoice Rules. Then click the 'Download invoice rules template' link and complete the template.

Information required to complete in the template includes the Plan Number, the minimum charges for internal and external approval, the email of the First Approver, the emails of any additional internal and external approvers, and the number of external approvers required.

Users can add a maximum of five internal approvers and nine external approvers on the template, but additional approvers can be added manually on the Building Profile page. 

If the email address of the external approver already has an active profile with a different Strata Organisation it will auto-link the new profile to their active account and they will receive an email notification advising them that they have been added as an invoice approver for the building.

If the contact is imported and not yet linked to a user they will not receive any notification. 

Once the template has been completed, save the file as a csv file. 

When the file is ready to be uploaded, click 'Choose file' and attach it. Then select the 'Upload Invoice Rules' button.

Recurring Rules

Select the 'Recurring Rules' tab to upload Recurring Rules. Then click the 'Download recurring rules template' link and fill out the form.

Information required to complete in the template includes the Plan Number, a brief description of the rule, minimum and maximum invoice amounts that apply, and either the Business Number of the Service Provider or the GL code. 

Once the template has been completed, save the file as a csv file. 

When the file is ready to be uploaded, click 'Choose file' and attach it. Then select the 'Upload Recurring Rules' button.

Document Rules

Select the 'Document Rules' tab to upload Document Rules. Then click the 'Download document rules template' link and complete the template.

Information required to complete in the template includes the Plan Number, a brief description of the rule, a category, users that the category should be shared with, and whether it should be shared with Committee Members and Owners.

Only five individual users can be added to the template. If more individual users need to be added to the rule, they can be added from the Building Profile.

Once the template has been completed, save the file as a csv file. 

When the file is ready to be uploaded, click 'Choose file' and attach it. Then select the 'Upload Document Rules' button.

If a file isn't uploaded successfully, an error message will appear with the reason for the error. 



The Building Rules must be uploaded on the templates provided or the file upload will fail.

When a file has been uploaded, the system will confirm that it has been uploaded successfully.

Export Building Rules

Building Rules can also be exported from the Portal. To export Building Rules, click the Buildings Icon on the toolbar to go to the Buildings page then select 'Export Rules'.



Select which set of rules to export. 



When the pop-up appears, click 'Confirm'.

After the export has been confirmed, the set of rules will be sent to the Organisation Admin's email in a spreadsheet.

The spreadsheet can be updated in bulk and then reuploaded with the changes. One recommendation is to filter by 'Building Status' and remove 'Not Managed' buildings to avoid errors when reuploading. 

For more information, please see Functions and Features of the Buildings Page, Functions and Features of the Building Profile and Add Building Rules on the Building Settings Page.

Organisation Admins should contact us with any further questions regarding this process.