This enhancement introduces the %propertyManagerMobileNumber% placeholder, enabling automatic insertion of the Property Manager's mobile number into Cirrus8 templates. Once configured, users can include this placeholder in supported letters and emails sent to owners and tenants. During communication generation, the placeholder is dynamically replaced with the mobile number of the assigned Property Manager for the relevant property.
Set up Property Manager Mobile Placeholder in System Configuration
To enable this placeholder, a Trust Accountant user must initially configure this in the database as follows:
- Navigate to Configuration > System Configuration
- Select the Parameter Type PORTMOBILE from the drop-down menu
- Click Add New Parameter
- Enter the following details:
- Parameter Code: Enter the initials of the Property Manager. E.g. Jane Smith is “JS”
- Parameter Description: Enter the mobile phone number of the Property Manager
- Click Submit
- Repeat steps 3-5 for each Property Manager.
Note: If the Property Manager's mobile number changes, or a new Property Manager user is set up, the mobile number must be updated or added in System Configuration to ensure communications reflect the correct contact information.
Steps to Edit or Delete Property Manager Mobile Number Placeholder
- Navigate to Configuration > System Configuration
- Select the Parameter Type PORTMOBILE from the drop-down menu
- To edit a Property Manager mobile number:
- Click on the edit pencil icon next to the relevant Property Manager
- Update the Parameter Description to the new mobile number
- Click Submit
- To delete a Property Manager mobile number:
- Click on the red X icon next to the relevant Property Manager
- Click Ok to the warning message
Supported Areas for the Property Manager Mobile Number Placeholder
The %propertyManagerMobileNumber% placeholder can be used across multiple modules and template types in Cirrus8 to automatically insert the assigned Property Manager’s mobile number into communications.
1. Charge and Rent Reviews
- Usage: Add the placeholder via Manage Letter Templates under the letter category “Rent Review”. It can be inserted into the subject line, email body, and rent review letter template.
- Outcome: When a rent review is approved and a letter is issued, the placeholder will populate the Property Manager’s mobile number in the letter.
2. Owner Report Cover Letter
- Usage: Add the placeholder via Manage Letter Templates under the letter category “Cover Letter” within the cover page template.
- Outcome: When sending an owner statement with a cover letter, the mobile number will appear if the template includes the placeholder.
3. Send Email & Letters Module
- Usage: Add the placeholder via Manage Letter Templates for the letter categories: Property Owner, Property Owner Budget, Tenant, Tenant Diary, Budget. It can be also inserted into the subject line, email body, and letter template whilst in the Send Email & Letters module.
- Outcome: When composing and sending emails or letters through this module using the categories Property Owner, Property Owner Budget, Tenant, Tenant Diary and Budget, the placeholder will populate the Property Manager’s mobile number.
4. Generate Arrears Statement
- Usage: Add the placeholder via Manage Letter Templates for the letter category “Arrears Letter” (e.g. Arrears 0–14 days). It can be inserted into the subject line, email body, and letter template.
- Outcome: When sending arrears letters to tenants, the placeholder will insert the Property Manager’s mobile number into the letter.
5. Import Outgoings Adjustments
- Usage: Add the placeholder via Manage Letter Templates under the letter category “VO Letter” for the letter template.
- Outcome: When sending variable outgoing adjustment letters alongside tax invoices, the mobile number will be included if the placeholder is present in the template.
Accessing Manage Letter Templates
- Property Manager user: Administration > Manage Letter Templates
- Trust Accountant user: Configuration > Manage Letter Templates