File Smart

As Rockend moves toward implementing cloud-based solutions for our products, we will focus on improving system defects, staying compliant with legislative changes, and any required maintenance to ensure that File Smartcontinues to best support your business.

Your valuable feedback and suggestions will be used to develop new features and enhancements in PropertyTree, Rockend’s cloud-based property management software solution, which has been designed to make every part of your work life simpler, easier and faster.

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  1. workflow search

    When in filesmart workflow. It would be helpful if there was a search function to limit what shows to individual properties.

    Search by OC number

    15 votes
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    0 comments  ·  Searching  ·  Flag idea as inappropriate…  ·  Admin →
  2. allocate invoice credits in workflow

    to be able to allocate invoice credits to water invoices when they are put through fileSMART Workflow. eg, if tenants pay water in advance, can't utilise the REST Owner and Tenant Water invoicing option

    13 votes
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    READY FOR VOTES  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  3. Automatic saving of emails to fileSMART

    An automatic pop up box linked to outlook for filing emails as they are being sent but with the option to disregard saving if they are internal emails or not specific property related.

    11 votes
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    READY FOR VOTES  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  4. OC number - saved across search function

    when searching in My Archive Folders we are required to enter the OC number each time we change from folders, eg: owners corporation to Payments/Maintenance

    7 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  5. free text naming of docs loaded to portal

    When making documents available on the portal, there should be a free text field enabling the naming of documents without having to load a portal description

    6 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  6. enable workflow to send invoices for committee approval

    workflow built in to automatically send invoices to strata committees for approval. This saves staff members so much time pushing documents from person to person.

    5 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  7. pop up notes

    like to be able to add notes against properties/owners/tenants in fileSMART the same way there are notes that pop up in REST.

    5 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  8. flag duplicate invoices in workflow

    for invoices coming into fileSMART Workflow through fS Workflow Assist, there are sometimes duplicates sent through but it isn't until the workflow is approved and the accountant sees it in STRATA Master that it is flagged as a possible duplicate. The process could be streamlined if these potential duplicates were flagged in the fileSMART Workflow Invoice tab so that the strata manager is aware and can investigate and reject the invoice if necessary, instead of approving it.

    6 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  9. merge documents in workflow

    would like to be able to merge documents in the Workflow part of fileSMART.

    5 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  10. Report function for rejected workflow items

    At the moment it is only possible to view rejected workflow items by changing the search filter.
    Would it be possible to get a report and/or a daily function to email a report to a selected email address for the rejected workflow items so these can be better managed and viewed.
    Not inding the filter that user friendly.

    4 votes
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    0 comments  ·  Workflow  ·  Flag idea as inappropriate…  ·  Admin →
  11. ABN Check

    The ability to check ABN and GST registration from within fileSMART.

    4 votes
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    READY FOR VOTES  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  12. Predictive text in fileSMART Archive

    When entering the creditor in fileSMART invoice processing workflow it sometimes assumes you are typing one creditor, when in fact you are entering a creditor with a similar name. When you go to change to the correct creditor it gives a warning about changing the creditor which is a time waster.

    4 votes
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    READY FOR VOTES  ·  1 comment  ·  Workflow  ·  Flag idea as inappropriate…  ·  Admin →
  13. Enter notes into workflow assist re invoice payment

    The user would like to be able to send a note when emailing invoices to workflow assist so that the user who processes the invoices in workflow knows when to put invoices on hold, or pay invoices in a certain way.

    4 votes
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    READY FOR VOTES  ·  0 comments  ·  Workflow Assist  ·  Flag idea as inappropriate…  ·  Admin →
  14. 4 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  15. predictive text search for additional fields

    Some of the fields in fileSMART are greyed out only allowing the search to go to the first record in the list based on the last key pressed.
    ie. Plan, Creditor, Lot
    Particularly in screens such as the filter for the workflows.
    In some cases there are many entries all starting with the same alpha numeric which does not make this type of search that easy to use.
    Can these fields also take advantage of the predictive text function and allow typing into the fields to filter the lists further thereby making the searching through large numbers of records easier?

    3 votes
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    0 comments  ·  Searching  ·  Flag idea as inappropriate…  ·  Admin →
  16. Search by address in fileSMART for Strata Master instead of plan number

    Search by address in fileSMART for Strata Master instead of plan number.

    3 votes
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    READY FOR VOTES  ·  0 comments  ·  Searching  ·  Flag idea as inappropriate…  ·  Admin →
  17. Warning email from Workflow Assist if it can't access inbox

    The workflow assist component should send an email to the administrator if it is not able to access the inbox and process the invoices. That way we know when the invoice is not being paid and we can fix the problem before it is too late and we have to pay late fees.

    3 votes
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    READY FOR VOTES  ·  0 comments  ·  Workflow Assist  ·  Flag idea as inappropriate…  ·  Admin →
  18. Automatically publish invoice to portal

    Automatically publish invoice to owners' portal after archiving to File Smart instead of having to tick 'publish to portal' every time.

    2 votes
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  19. FileSMART Outlook Plugin - Causing confusion and archiving email/document

    Query on whether Outlook plugin archiving the wrong document?

    The open emails and use the fileSMART icon within the opened email to archive the file. Instead of archiving the open email, it archived any email that is selected in the inbox.

    Please speak to product to find out if this is a bug or how it is designed.

    It is happening to all users across three companies.

    Spoke to Nik and it is designed to work from selecting from the Inbox/Folder location and not opening up the email and running the plugin (even though it is visible in the email.

    2 votes
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    0 comments  ·  Archiving  ·  Flag idea as inappropriate…  ·  Admin →
  20. Meeting Wizard - Notes

    When fileSMART is integrated with STRATA Master to give the ability to auto save notes when archiving the Agendas and Minutes via Meeting Wizard.

    2 votes
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    READY FOR VOTES  ·  1 comment  ·  Flag idea as inappropriate…  ·  Admin →
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