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Lease Notifications

Modules > Property lease management > Leases > All Leases > [select a lease] or select New > Notifications and User defined fields > Notification

Use this page to set the email notifications for the selected lease. When you add a unit to a lease all the contacts and notification setup settings of the property are added automatically to the Lease notifications page. You can change or add new settings to the lease notifications.

Note icon. Note: Because the lease notifications inherit all of the settings from the property, make sure that you are not adding duplicate or unnecessary notifications.

Notification Rules and Limitations

Consider these rules and limitations when creating and adding notifications.

Contacts, including Property Lease Management contacts, Microsoft Dynamics 365 for Finance and Operations contacts, and lease level contacts, are unique on the property level.
- For example, a contact can be added to the first level of a property, but then that contact cannot be added to the second or third levels of the property.
There is no roll-down of contacts from the higher level of a property to its lower levels.
When you add a property, building, or unit to a lease, the property inherits all the contacts of the source property, at the property level.
When you add a new contact or change a notification type on the property level, the system asks if you want to add this contact to all the related leases of that property.
You cannot delete a contact on the property level after you have leases that refer to that contact. Instead, you can mark that contact as Inactive.
- When you set a contact as Inactive on the property level, the system asks if you want to update the status of that contact on all related leases.
- You can still change the status of a contact on the lease level which takes priority over the property level status.
After a contact is added to a lease, the contact field is displayed as read-only.

Add Contacts and Notifications to a Lease

To add email notifications to a lease, do the following:

Create a lease or open an existing lease.
On the Lease Details, select Notifications and User defined fields > Notification, which opens the Lease Notifications page.
In the Contact Details FastTab,
1. Select Add line.
2. Select the Lease notification type and specify the Notification days.
3. Select the Email template ID to use for the email message.
4. Select the Contact ID if you have selected the Send to contact checkbox.
5. Select the check boxes to specify which contact or contacts receives the email message.
6. Repeat these steps to add more notification for the contact ID selected.
  To add email notifications for a different contact ID, in the Contact details, select a different contact line and repeat these steps.

The contact information for the contact record are updated in the list. If the contact that you want does not exist, go to the lease page, and select Contacts > Add contact to add the contact.
Note icon. Note: Under Option, you can select Contact or Employee. Contacts are created in the Property Lease Management module, while employees are created in Microsoft Dynamics 365 for Finance and Operations.

In the Automatic Notifications FastTab, do the following for each notification you want to add:
1. Select Add line.
2. Select the Lease notification type and specify the Notification days.
3. Select the Email template ID to use for the email message.
4. Select the Contact ID if you have selected the Send to contact checkbox.
5. Select the check boxes to specify which contact or contacts receives the email message.
6. Repeat these steps to add more notification for the contact ID selected.
  To add email notifications for a different contact ID, in the Contact details, select a different contact line and repeat these steps.
Select OK.

Header Fields

This page contains the following fields:

Header fields
Field	Description
Lease number	Displays the lease number from the All Leases View list or Lease Details page.
Category name	Displays the property category name.

Contact Details

Use this FastTab to select the Contact ID for lease notifications. After selecting the Contact ID, the contact details for the selected contact ID appears. All contact detail information is read-only. Contact details can be edited on the Contacts page.

Contact details fields
Field	Description
Option	Determines the available options for the contact ID. Property Contact: The available contact ID options are from the contact records created on the Contacts page. Customer/Vendor: The available contact ID options are from the customer account (revenue lease) or vendor account (expense lease). The default value is the account on the lease. F&O Contact: The available contact ID options are from the standard Microsoft Dynamics 365 for Finance and Operations Contacts page.
Contact ID	Select the contact ID for the lease notification. The contacts available depend on the Option selected.

Automatic Notifications

Use this FastTab to select the notification types to send for the lease.

Automatic notifications fields
Field	Description
Contact ID	Displays the contact identifier for the contact record you want to add to the level.
Contact name	Displays the contact name.
Lease notification type	Select the notification type for the email template. Required. Upcoming lease expiration: Sends a notification that the lease is to expire on or before the value of the notification days. The notification is sent based on the end date of the last term for a lease or the end date of the lowest level in a lease, whichever is later. For example, the end date of the last term is January 31, and the end date of the lowest level is February 15. The notification is sent based on the end date of the lowest level (February 15). If the end date of the last term is empty, the end date of the lowest level is used. Upcoming lease escalation: Sends a notification that the start date of the next escalation is on or before the value of the notification days. For this option, select the charge number. Upcoming insurance expiration: Sends a notification that insurance is to expire on or before the value of the notification days. For this option, select the insurance policy number. Upcoming custom date: Sends a notification that a custom date is on or before the value of the notification days. Available only when adding a notification to a lease. For this option, specify a custom date.
Notification days	Specify the number of days before the deadline date to send the email notification.
Email template ID	Select the email template to use for the email notification. Email template IDs are created on the System email templates page. For more information see the Microsoft Dynamics 365 for Finance and Operations documentation: Configure and send email.
Insurance policy number	For lease notification type Upcoming insurance expiration, select the insurance policy number.
Custom date	For lease notification type Upcoming custom date, select a custom date based on a user defined field.
Custom date value	For lease notification type Upcoming custom date, displays the custom date value of the user defined custom date.
Property	Displays the property which the lease is based on.
Charge number	For lease notification type Upcoming lease escalation, select the charge number.
Send to tenant	Email notification is sent to the Customer (Revenue lease) or Vendor (Expense lease).
Send to property manager	Email notification is sent to all contacts inherited from the property (Property level only).
Send to all contacts	Email notification is sent to all contacts added on lease level, except for the property manager and tenant.
Send to contact	Email notification is sent the selected Contact Id.
Inactive	Indicates whether the email notification is inactive. This option is useful for temporarily stopping the email notifications. Yes: Email notifications are inactive and are not sent to the contact. No: Email notifications are active and are sent to the contact.

Buttons

This page contains the following buttons:

Lease notifications buttons
Button	Description
Add line	Add a new line to the grid.
Remove	Delete the selected line.
OK	Select to save the contacts and settings you have created and close the Lease notifications page.