Training Guide for New Strata Managers

The following training guide includes links to articles on each feature. New Strata Managers must review the entire guide to understand how the features improve end-to-end workflow management. 

Please follow and regularly check Feature Announcements for the Community. This is where all new feature deployments will be announced, so users can stay up-to-date on using the Portal. 

Contents

• 1.0 Profile Management
• 2.0 Contractor Management
• 3.0 Document Management
• 4.0 Invoice Management
• 5.0 Building Management
• 6.0 Communication Tools
• 7.0 Workflow Management
• 8.0 Support Tools

1.0 Profile Management

• 1.1 Settings Page
  • 1.1.1 User Settings
  • 1.1.2 Password
  • 1.1.3 Notification and Digests
  • 1.1.4 Integrations
    • 1.1.4.1 Zoom Integration
    • 1.1.4.2 Bing Integration

2.0 Contractor Management

• 2.1 Imported or Self-Registered Contractors 
• 2.2 ABN
• 2.3 Licence and Insurance
• 2.4 Previous Job Data 
• 2.5 Rating
• 2.6 Contact Details
• 2.7 Business Description
• 2.8 Service Area
• 2.9 Recent Works
• 2.10 Reviews
• 2.11 Buildings 

3.0 Document Management

• 3.1 Upload Files
• 3.2 Edit Documents and Invoices
• 3.3 Download Files
• 3.4 Bulk Export, Approve or Cancel 
• 3.5 Grid vs List View
• 3.6 All Files vs Shared Files
• 3.7 Favourites
• 3.8 Send Messages 
• 3.9 Search Methods and Filters

4.0 Invoice Management

• 4.1 Invoice Review Process
• 4.2 Smart Invoice Extraction
• 4.3 View and Update an Invoice
• 4.4 Process an Invoice
• 4.5 Filter by Invoices to Approve
• 4.6 More Options 

5.0 Building Management

• 5.1 Building Settings 
  • 5.1.1 Recent Work
  • 5.1.2 Contacts and Permissions
  • 5.1.3 Preferred Contractors 
  • 5.1.4 Excluded Contractors 
  • 5.1.5 Building Managers
  • 5.1.6 Important Documents
  • 5.1.7 Building Rules 
  • 5.1.8 Building Services 
  • 5.1.9 Building Notes 

• 5.2 Building Profile
  • 5.2.1 Building Services
  • 5.2.2 Building Directory
  • 5.2.3 Building Rules
  • 5.2.4 Popular Documents
  • 5.2.5 Noticeboard
  • 5.2.6 Recent and Upcoming Work

6.0 Communication Tools 

• 6.1 Messaging Building Stakeholders
  • 6.1.1 Through a Document or Invoice
  • 6.1.2 New Chat
  • 6.1.3 Through Directory
• 6.2 Messaging Service Providers
• 6.3 Voting Discussion Boards with Contractors and Voters

7.0 Workflow Management

• 7.1 Jobs List Page
  • 7.1.1 Maintenance Manager
  • 7.1.2 Hot Filters
  • 7.1.3 Status Filters
  • 7.1.4 Role Filters
  • 7.1.5 Coloured Dots

• 7.2 Create a Work or Quote Request
  • 7.2.1 Site Contacts and Building Contacts

• 7.3 How to Create a Request as an External Contact
  • 7.3.1 Manage Externally Created Jobs
    • 7.3.1.1 Request More Details
    • 7.3.1.2 Not Strata Related
    • 7.3.1.3 Send Job for a Committee Vote

• 7.4 Assign Contractors
  • 7.4.1 Work Requests or Quote Requests
  • 7.4.2 Dates of Completion and Commencement
  • 7.4.3 Time Out Feature
  • 7.4.4 Price Limits
  • 7.4.5 Select Contractors
    • 7.4.5.1 Filter by Trade or Service Area
    • 7.4.5.2 View Service Provider Stats
    • 7.4.5.3 Minimum Quote Feature (QR Only)
  • 7.4.6 Scheduled Send

• 7.5 Work Summary Page
  • 7.5.1 Reference Number vs Job ID
  • 7.5.2 Stakeholder Emails
  • 7.5.3 More Options for Jobs 
    • 7.5.3.1 Cancel and Close a Job
    • 7.5.3.2 Edit Job
    • 7.5.3.3 Public Page
    • 7.5.3.4 Building Settings Page
  • 7.5.4 More Options for Requests
    • • 7.5.4.1 Put 'On Hold'
      • 7.5.4.2 Add Disruption Notice
      • 7.5.4.3 Edit Request
      • 7.5.4.4 Edit Minimum Quotes

• 7.6 Managing Workflow
  • 7.6.1 Extend Time Frame 
  • 7.6.2 Reopen Declined Job
  • 7.6.3 Cancel and Reassign Requests
  • 7.6.4 Contractor Requests Closure 
  • 7.6.5 Resend Request
  • 7.6.6 Interactive PDFs
  • 7.6.7 Download and Share Files
  • 7.6.8 Transfer Job

• 7.7 Quotes
  • 7.7.1 Upload Quote on Behalf of Service Provider 
  • 7.7.2 Approve Quote and Update Trade Description
  • 7.7.3 Deposits and Progress Payments
  • 7.7.4 Reject Quote
  • 7.7.5 Send Quote for Committee Approval
    
    • 7.7.5.1 Voting Page
    • 7.7.5.2 Request Adjustments
    • 7.7.5.3 No Majority Votes and Revoting

• 7.8 Scheduling Work 
  • 7.8.1 Schedule Work on Behalf of Service Provider
  • 7.8.2 Disruption Notices

• 7.9 Invoices 
  • 7.9.1 Approve a Variance
  • 7.9.2 Upload Invoice on Behalf of Service Provider
  • 7.9.3 Reject Invoice
  • 7.9.4 Approve Invoice
  • 7.9.5 Add Additional Quote
  • 7.9.6 Processing  

• 7.10 Miscellaneous
  • 7.10.1 Schedule
  • 7.10.2 Dashboard
    • 7.10.2.1 New Jobs
    • 7.10.2.2 New Invoices
    • 7.10.2.3 New Quotes
    • 7.10.2.4 New Messages
    • 7.10.2.5 All Jobs
    • 7.10.2.6 User Stats
  • 7.10.3 Zoom Calls and Meetings in SMATA
    • 7.10.3.1 Schedule Meetings and Export Data

8.0 Support Tools

• 8.1 Getting Help on SMATA
• 8.2 Community Topics and Announcements

Strata Managers should contact us with any further questions regarding this process.