Tenant Reports

We have created a Tenant Report Form that allows the user to to create reports for selected tenants that displays detailed usage and billing for tagged equips. The user can also generate a report that displays summary of the total amount owed by each selected tenant and the total amount of all selected tenants. This form can send the reports right away or allow the user to create jobs that will generate reports automatically.

How to Use Tenant Reports

First the finHtmlReporting.pod file needs to be added to "fan" folder located within the "lib" folder of the FIN Stack folder directory. Contact support regarding the finHtmlReporting.pod.

The user must also set up email SMTP settings. As well as enabling the finHtmlReporting and html2pdf extensions.

The user will go in the Users app

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Then, once inside the app, the user will select Tools in the top menu bar. Inside the drop down menu, there is going to be an option called "Tenant Reports".

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After "Tenant Reports" is selected there will be a popup window containing a list of users tagged as tenants. The user should select the tenants they want to create reports for.

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Once the users has checked all the tenants they want reports for, they should click the "Next" button and another popup window will appear with options for the reports.

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The following options will be available:

• Time filter: Use this drop-down list to choose a time period for which you want the reports to reflect. Time Spans with "This" in front will report on that current time span while those with "Last" will report on the previous time span. ("This Month" = current month so far, "Last Month" = the entire preceding month.)
• Email address: Choose the email you wish to send the report to. This drop-down list will contain the names of all tenants as well as users tagged as "propertyManager".
• Report Schedule: Choose when to send these reports. "Send Now" will email the reports as soon as each one is completed. The other options will create a job to send reports automatically: "Daily" will send a report everyday, "Weekly" will send reports every 7 days, and "Monthly" will send reports on the first of each month at 9 AM.
• Individual or Compiled Forms: Selecting the "Individual" option will send an email with a detailed report for each tenant selected. Selecting "Compiled" option will send one email per site containing a summary of each tenant selected.
  

After selecting all the options desired, the user will click "Apply" and the reports will be created.

Examples

Individual Reports

If the user wants to create individual reports, make sure the "Individual Forms" option is selected.

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An example of the PDF files that will be emailed:

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Compiled Reports

If the user wants to create a compiled report, make sure the "Compiled Form" option is selected.

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An example of the PDF file that will be emailed:

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Creating Jobs for Tenant Reports

If the users wants to setup a job that will automatically create the reports every so often, make sure to choose the desired report schedule. Keep in mind that if equips assigned to a tenant are added or deleted, the user will need to create a new job to reflect these changes, otherwise an outdated list of equips for the tenant will be used.

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Jobs can be found by going into the Jobs app.

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How to Setup for Reporting

The following steps need to be completed before the Tenant Reports will work.

Setup Property Manager for Reporting

The user must add a "propertyManager" tag, an "address" property tag, a "companyName" property tag , and make sure an email is provided on a user account.

All the necessary tags, except the email, can easily be added by selecting the desired user to be the propertyManager, going to "Tools" and selecting "Create/Edit Property Manager".

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After selecting "Create/Edit Property Manager" the Edit Property Manager form will pop up.

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There will be two fields that can be filled out:

• Company Name: This will set the company name. While this is optional, the companyName tag must be present, even if it is left blank.
• Address: The address at which the property manager can be reached. It needs to be in the format of "Street Address, City, State Zip". If there is an apt/suite number, it needs to be included the Street Address with no comma.

Finally, be sure to add a RefID property tag by the name of "propertyManagerRef" to the site they manage.

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How to setup Points for Reporting

In the DB Builder app the user will need add an "occupancyIndicator" marker tag to a point that will be used to detail whether its equip is in use.

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Setup Tenants for Reporting

Within the user Apps create new users for each tenant.

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Select the user to be made into a tenant and select "Tools" in the top menu bar and select "Create/Edit Tenant".

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After "Create/Edit Tenant" is selected a form will popup with with values that will be added to the tenant.

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The following fields will be need to be filled out:

• Mailing Address: This will be the mailing address of the tenant. It needs to be in the format of "Street Address, City, State Zip". If there is an apt/suite number, it needs to be included the Street Address with no comma.
• Billing Area: This is the area associated with the tenant, for example: "West Wing", "Floors 2 - 3". While this is optional, the billZone tag must be present, even if it is left blank.
• Minimum Billable Time: This will be the minimum amount of time an equip needs to be triggered on to start billing the tenant. Be sure to include the unit of time as min, s, or h.
• Cost Per Hour: This will be how much the tenant will be billed per hour. This is automatically assigned as USD but can be changed by editing the user after the tenant properties are applied.
• Trigger Point: Use the filter selector to find the point that will be used to indicate when the equip is being used. This will then grab the possible values associated with that point to be used as the "on" value for billing.
• Round hours: Check this box to enable the rounding of hours or leave unchecked to bill for the exact amount of time.

After inputting all the values, the user will click "Next" and a second form will popup allowing the user to select the appropriate trigger value based on the point type. (Note: If there is no point id in the previous form (id == @someRefValue) then this step will be skipped, that way if all the user needs to do is change the cost and address, for example, they need not go through this step again.)

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This trigger value will be what the "Tenant Reports" will be looking for when compiling the reports.

Setup Equips for Reporting

In the DB Builder app the user will need to specify which equips will be tracked and billed by adding a "zoneMaster" tag to the equip and a "tenantRef" property tag. After saving those changes, click on browse to select the tenant user for the tenantRef property tag.

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How to Setup Schedules for Reporting

If a site has a predetermined schedule of operation but a tenant needs to stay later or be there earlier, they can create their own schedule (regardless if it overlaps with normal hours) and they will be billed for the extra time outside of the normal hours.

Setup Equips

In order to set up Tenant Reports for use with schedules the user must apply the following tags to their equips in addition to the "zoneMaster"  and "tenantRef" tags:

• masterScheduleRef - this will be a RefID property tag that will refer to the master/normal schedule of the building set by the owner. Make sure to add the masterSchedule marker tag to the master schedule to make it appear in the browse menu to select it.
• tenantScheduleRef - this will be a RefID property tag that will refer to the schedule set by the tenant. Make sure to add the tenantSchedule marker tag to the tenant schedule to make it appear in the browse menu to select it.

• tenantCommand - this will be a Boolean property tag that be turned on when the tenant schedule is not overlapping with the normal schedule. You can add this manually or let the tenantScheduleDifferences bline program add it automatically when this happens.

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Setup Points

Within the equips create a Boolean point named "Trigger Point"  and be sure to give it the "occupancyIndicator" tag, enable Has History to collect every 15 mins and make sure its writable. 

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Also the user must have the tenantScheduleDifferences bLine program added. Download required bline program here and upload it in the bLine app. Its going to run on equips that have the vav and zoneMaster tags.

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After all that, the user will now be able to generate reports based on the schedule.