PPW User Conference 2019

CREATE.
TRACK.
MANAGE.
PPW User Conference 2019
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THIS PAGE INTENTIONALLY LEFT BLANK
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System
Set Up
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CREATE. TRACK. MANAGE.
Five Basic Things

The Fastest & Most Efficient Way To Set Up PPW
• Create Client Companies

• Create Users
• Create Auto Imports
• Import Work Orders & Create Work • Create Bid/Comp & Invoice Items
Types
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Create Client Companies

Your list of clients for whom
you will be entering and
tracking orders.
Let’s review the steps.
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1. Click the ‘Add Company’ button.
2. Enter a Company Name. 1

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3. What percentage does the Client take 3
off the top? 4
a. If none put 0
4. What percentage do you take from your

Contractors?
a. If none put 0
5. Set as Active “Yes”.
6. Click the ‘Save’ button.
Repeats Steps 2-6 for

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each additional Client 6
Company.
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Create Auto Imports

Allows you to automatically
load your orders for any
clients where available.
Let’s take a closer look.
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1. Click the ‘Setup New Import’ button.
2. In ‘Import From’, select the company from the list

of companies from whom PPW can automatically
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import.
3. Under ‘Set Client Company’, select the one you

created.
4. Enter in the ‘Login Name’ and ‘Password’ you use

to get into that client's website. 2
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5. Set ‘Skip Comments’ to “NO” and ‘Skip Line
Items’ to “NO”. 4
6. Set ‘Active’ to “YES”.
7. Click the ‘Save’ button. Repeat Steps 2-6 as 5

necessary.
*If there are any other log in credentials needed, or

buttons and boxes that populate based on a specific 6
client that is selected, please call PPW customer support
for further assistance. 7
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Import Work Orders & Create Work Types
Process Create Map Work Send To

Import Work Type Types Field
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How To Import
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1. Click on New Work Order tab.
2. Click on the Import Queue. The Import Queue will show you all the auto imports you
have, the last time they ran, when they plan to run again, and how many work orders
are ready to be processed
3. Click the ‘Process Import’ button.
4. Work Types are the classification of work you will be performing. The client
considers the work type to be what is in parentheses. If there is nothing in
parenthesis, the system cannot learn what a work type is. When the system sees
what is in parentheses, it will automatically put the last thing you placed in the
dropdown menu.
5. Copy what is in parentheses.
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6. Under the Admin tab, click on Work Types.
7. Click on the ‘Add Work Type’ button and paste in the work type you copied from the
import screen.
8. Mark as Active “Yes” and then click the ‘Save’ button. Repeat for each work type you
wish to create from the import screen.
9. Return to the New Work Order tab, to the Import Queue. Click the ‘Process Import’
button again.
10. Click Select All on the left‐hand side which are the letters in blue.
11. Place the work type in the dropdown menu that corresponds to what is in
parentheses.
12. Un‐check the box next to the work order number of the work order for which you
just designated a work type.
13. Click on the ‘Import Orders’ button.
14. Now, on the Home Screen, the imported work order should populate.
Going forward, when you return to the New Work Order tab to the Import Queue, and
you click on ‘Process Import’, you will see that if there is any work type from the client in
parentheses that matches exactly the work type will automatically populate in the
dropdown menu.
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Create Users
You can create different
user accounts for both
internal and external
individuals.
The steps are…
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1
Field Definitions
First Name: The First name of the contractor, this will appear on the website.
Last Name: The Last name of the contractor, this will appear on the website.
2 Company Name: The company name of the contractor, can be used in combination with the admin setting to display company
name rather than first and last name.
Login Name: This is the login name that the contractor will use to login.
Password: This is the password that the contractor will use to login.
Generate Password: This auto generates a random password into the password field.
3 Email New Password: A check box that allows a newly created password to be emailed to the email associated with the
account (Only enter when adding a new account or to change password of existing account.)
Email: The email associated with the account; this is the email the user will receive all email notifications as well as their
password resets.
4 Group: This assigns the contractor to a group from your existing groups that grant their permissions.
5 Show In List: These two boxes allow the user to show in either the contractor drop down to assign work, or the admin drop
6 down.
7 Active: This allows you to make a user active. Inactive users are unable to login to PPW.
8 Display all Work Orders: This grants the user the ability to see all work orders in your system even if they are not assigned to
the work order.
View All WO History: Allows the user to view all the access history for the work orders they are viewing.
9 Discount Percentage: Sets the users individual discount percentage.
Time Zone: Sets the users time zone.
10 Skip on Auto-Assign: This will allow the user to be skipped if they are set up to receive work via auto assign.
End User's Legal Name: This section is for record keeping of the user.
● Legal First Name:
● Legal Last Name:
● Cell Phone:
● Address:
● City:
● State:
● Zip:
Copy account name to legal name: This pulls over the users first and last name from the above section as their first and last
11 legal name.
Comments/Notes: Allows the addition of comments and/or notes to be entered regarding the user.
1. Click the ‘Add User’ button.

2. Enter in a First and Last Name.
3. Create a unique Username and Password. The password must be at least 8 characters,
have one upper case, one lower case, and one number. It can't be the word “password”
and it can't be the username. PPW is user-based so if someone in the entire PPW system
has the username you have chosen; you will have to create a unique one until the user
profile saves.
4. Enter in an Email address.
5. Select what Group you want the user in. This will depend on what that user can do.
6. Show In List simply means where do you want this users name to show up in a specific
drop down. If you want the user to show up where you can select them as a contractor,
select contractor. If you want to be able to select them as an admin, choose admin. If both,
check both.
7. Mark as Active ‘Yes’.
8. Depending on the user, if you are creating a contractor user, put Display All Work
Orders and View All WO History to ‘No’ . If you are creating an admin, put both to ‘Yes’.
9. Put the user in the correct Time Zone.
10. Click on the letters in blue where it says Copy Account Name to legal name.
11. Click the ‘Save’ button. Repeat, as necessary.
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Create Bid/Comp & Invoice Items

These will allow you to designate specific
prices based on client, state, county, zip code,
contractor, customer, and loan type. You can
enter in the price you pay the contractor and
the price you invoice the client.
Let’s review set up.
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Add A Line Item

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1. To add a new line item, click the “Add Item” button.

2. A new box appears:
a. Enter information in these required fields. If entering multiple prices for a
single line item, we recommend setting the default unit prices for both to
0.00 (no dollar sign but must include decimal)
b. These boxes are useful when entering lawn maintenance line items
c. Checking this box will enable this line item to always display on the
Bids/Completions tab. Leaving unchecked will leave it in the dropdown for
selection.
d. Checking this box will add this specific line item to every new work order
created.
3. Click the ‘Submit’ button to save the changes.
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Create A Pricing Filter
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1. To set up special vendor pricing, begin by clicking on the item name of the one you
wish to update.
2. Before setting up a new pricing rule, let’s review these items:
a. These will be the default prices you created for this specific line item.
b. Checking the “Disable Default” box will make it so the line item will not show
if there is no matching criteria from the pricing rules.
c. You can toggle the “Always Show on Bid/Comp” in the drop down. As you
recall, this determines if it always is listed or must be selected from the drop
down on the Bids/Completions tab.
d. Here you can check the “Always Show on New Client WO” box will add this
specific line item to every new work order created. Leave unchecked if this is not
what you desire.
e. Check this box if you wish to require this line item. The client must put in 0 or
greater.
f. Under “Active” you can toggle between yes or no on whether this line item is
currently active.
g. Mark if this line item is eligible for auto invoicing to client. * Only available for
select clients. *
3. To set up a vendor pricing rule, select as many of these parameters as you would like.
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The system will select the rule with the most matches of the selected criteria:
a. You can either select specific clients, states, etc., you can use the “Select All”
box or you can select none.
i. For something to appear in the “County” drop down, you must first
select a state.
b. If it will only be for a specific vendor, be sure to select the proper name for
them “Contractor” dropdown.
c. Enter the appropriate vendor and client prices here.
d. Check the “Flat Fee” box if you will not be taking any discount on this line item.
e. Checking this box will not allow the vendor to change this price.
f. To delete a pricing rule, click this symbol.
4. Click the “Save Filter” button to save the pricing rule.
To add more pricing rules, click the “Add Filter” button and repeat Step 3‐4.
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Current
Features
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AR/AP – How To Do Chargebacks and Why

What’s Needed:
• Importing Client Payments
• AR/AP Report
• Entering Chargebacks
• Processing Payments
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Import Client Payment
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1. Select the Invoice – Import Client Payment Info Report.

This report is normally run before generating the Invoice-Accounts Payable and Receivable report. Left
clicking on the report displays a list of clients, which PPW is set up to auto- import.
The way Admin auto-imports depends on the Client’s preferences. To import Altisource and Safeguard
payments, copy and paste the remittance email into the Check Data dialog box, which will display after left
clicking on the client. Select the Client Company by scrolling and highlighting the appropriate client, and then
left click on Process or Cancel.
Other clients may have you import an Excel or PDF file. If those are the requirements, the user will be asked
to Select File in place of the Check Data dialog box.
In order to process payments from clients who are not listed but transmit the information electronically:
a. Open an Excel Spreadsheet
b. Label column A “Work Order Number” for work order
c. Label Column B “Payment Amount”.
d. Enter the appropriate information from the client in this file and then Save the file.
To import:
2. Select Excel, CSV, Tab from the client list.
3. Choose the file.
4. Enter the Check # and Check Date, Client Company.
5. Then click Process. This will import the data into the system, and it will not have to be completed
manually.
If needed, here is a link to a video that walks you through this process: https://vimeo.com/133355531
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AR/AP Report
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1. Select the Invoice – Accounts Payable and Receivable report.

2. Enter the appropriate date ranges not to exceed one year.
3. Select Client Paid ‘Yes’.
4. If in use, check the box to display Category and select the appropriate
categories from the dropdown.
5. Select Contractor Paid ‘Yes’.
6. If in use and required by your client, check the Share Link box to display the
link.
7. Click the ‘Run Report’ button.
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Enter & Process Chargebacks

Two Different Methods
Vendor Not Paid: Vendor Already Paid:
• Invoice Adjustment • Chargeback Report
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Invoice Adjustment
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When in the invoice of the order, here is what to enter:
1. Payment Date: This is a reference date. Enter the pay date you will be
deducting the money.
2. Amount: Enter a positive amount for the chargeback.
3. Chargeback: Check this box.
4. Check: Normally left blank.
5. Comments: Describe the reason for the chargeback.
6. Save Payment: Click this to save the chargeback.
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Chargeback Report
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When you wish to Run a chargeback report, please follow these directions:
1. Enter Invoice Date range.

2. Check Group By Contractor.
3. Check Show Contractor Totals.
4. Check Show Chargebacks Only.
5. Enter the date(s) you want to run for chargebacks. This date reflects when
you entered the chargeback not the pay date.
6. If you want to run a report on chargebacks that have not been deducted,
Select “No” in the Chargebacks Processed drop down. If you want to review
previous Chargebacks Select “Yes”.
7. Click the 'Run Report' button.
Once report has run, select the Contractor Payment to process the Chargeback.
Enter a “Pay Date” and select the Charge Backs you want to process. 'Save'
Payment.
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Processing Payments
The Following Buttons will only appear after clicking the ‘Run Report’ Button for
an AR/AP Report.
Let’s look closer at the ‘Client Payments’ and ‘Contractor Payments’ buttons.
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Client Payments
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This button will allow you to enter Client Payments in mass.
1. Click the ‘Client Payments’ button and a box appears.
2. Enter a Paid Date and a Check # (if applicable)
3. Click on the check boxes next to the orders that you want to mark as paid.
a. After the checkbox is clicked, the remaining balance of the invoice will
appear, and, if needed, you can change the amount in this text box.
4. Once you have checked all the work orders and verified the payment amount,
click ‘Save Client Payments’ and those payments will be entered.
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Contractor Payments
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This button will allow you to enter Contractor payments in mass.
1. Click the ‘Contractor Payments’ button.
2. Enter a Paid Date and a Check # (if applicable).
3. Click on the check boxes next to the orders that you want to mark as paid.
a. After the checkbox is clicked, the remaining balance of the invoice will
appear, and, if needed, you can change the amount in this text box.
4. Once you have checked all the work orders and verified the payment amount,
click ‘Save Contractor Payments’ and those payments will be entered.
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Creating PCR Forms

The PCR Form is a valuable tool for
gathering vital data and photos for your
clients. Let’s take a closer look at how
you can go about creating your own
PCRs.
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PCR Forms List Page

From this page, you are can see several summary columns which indicate key
information for each PCR form in your system.
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1. Validation – This indicates if there are any questions/answers set for validation
2. Version - This will show the current Version number
3. Default Required - This will show you if the form is set to be required to fill out
4. Transfer Prev. Form - This will show if the setting to allow you to Transfer answers from
Previous work order of the same property is enabled.
5. Photos Required - This will show if the form has photos required
6. Active - This will let you know if the form is currently active
7. Unpublished Changes - This will show you if there are any changes to the form that still
need to be published
8. Entered By - This will show you who created the PCR form
9. Add/Edit Questions – allows for the addition/editing of any PCR questions
10. Copy- The copy Button will allow you to create a copy of any PCR form you have in your
list. The copy will have the same name as the original but have copy at the end of the name.
This can be used to create different versions of the same form.
11. Export PCR - The Export PCR button allows you to export the PCR form into a Json file
onto your computer. You will also be able to send this Json to other PPW users and they can
import the PCR form into their system.
12. Pruvan JSON - This button will create a JSON file that can be uploaded into your Pruvan
account.
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Creating PCR Forms
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1. To start the creation of a PCR form, you will first have to press the “Add PCR Form”
button.
Complete the following where applicable:
a. PCR Form Name: This will determine the name of the PCR form.
b. Form ID: This will determine the file ID for the form and will automatically populate
after the PCR form name is entered.
c. Default Required: This will make the form required to be answered before it can be
marked Ready for Office.
d. Transfer Prev. Form: This will allow the user to copy the answers from the previous
work order of the property.
e. Photos Required: this will require the PCR form to have photos.
f. Required on New client WO:
g. Pruvan Survey Ver. #:
h. Third Party Integration:
i. Active: This will determine if this is an active form.
j. Filter: The filters can be used to automatically apply your PCR forms to specific work
order. You will be able to set them by client company, work type, customer or loan type.
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Add Questions
After you create the PCR

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form you will have to add the
questions to the form.
The “Add/Edit Questions”
button will allow you to create
6 your PCR form questions,
photo requirements and PCR
form rules.
1. Click the ‘Add/Edit Questions’ button. At the top of the page, you will see
several buttons:
2. The ‘Forms List’ button will just send you back to your list of PCR forms.
3. The ‘New Question’ button will allow you to create new questions for your
PCR form.
4. ‘Preview’ will show you what the PCR form will look like when it is being filled
out.
5. The ‘Default Show All’ button will set all your questions to default show. This
will make all questions appear for the form.
6. Every time there has been a change made to a question an option Publish
Form will appear at the top of the page as well. NOTE: To have the new
changes added to the PCR form, you will have to press the 'Publish Form'
button. This will also change the version number of the form as well.
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1. To start adding your questions, click the ‘New Question’ button:

2. Select the Question Type. There are Ten different Question Types:
a. Check Boxes - Check boxes will allow you to create a question were the user can select multiple.
b. Comment Boxes - This will allow you to put in a text field for comments. This will work for descriptions
and any additional comments.
c. Drop down Menu - The dropdown type will allow you to create a question with a list of answers in a
dropdown menu.
d. PPW Field - The PPW field Type will allow you to pick from a list of PPW fields and will automatically
populate an answer for the question depending on how it is answered in that PPW field.
e. Radio Boxes - This field will allow you to create multiple check boxes, but the user will only be able to
select one.
f. Text Boxes - Will allow you to set a text box like the comment box option.
g. Title - The title type can be used to title a different section of the PCR form.
h. Date - Sets a date field
i. Numeric - This Question Type will only select numbers for the answer. Question Example: How many
rooms are in the Property.
j. Photo - Photo rules only accept photos for the answer. Question Example: Please provide photo of the
street address.
3. Create the Question. After you select the question type you must then enter the question. This will
determine how it appears on the form when the user is completing it. If you enter “Are you able to locate
the property?”, the question will appear on the form exactly as you have typed it. Some question types
such as radio and check boxes require you to create Answer Options. These will create the options
that the vendor can choose from in the form.
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Add Rules
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4. Add Field Rules - Apply to a question specifically. For example, if you create a
comments box question, you can determine how many characters the comments
must have or if it needs to contain a certain word or number.
5. Add Action Rules - These rules are designed to take certain actions if a question is
answered in a specific way. This can be used to show/hide questions, so the user
doesn’t have to answer questions unrelated or not applicable to the property. Here is
an example. If there is a question that states “Were you able to enter the property?”.
If the answer is “no”, you will be able to set an action rule so other questions that
involve the inside of the property will not show. This can also be used to show
questions. So, if they answer “yes”, you can show questions that will apply to the
interior.
6. Add Photo Rules - You can create a photo rule for questions that you have created
so they require a specific number of photos when answered a certain way. The photo
rules work like how the action rules work. Example: “Did you arrive at the property? If
so, please take a picture of the front door.” If they select “yes” for the answer it will
require a minimum of one photo. If the answer is “no”, then no photos will be required
because the default rule is set to zero.
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Premium
Product
Features
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Property Info
This Screen facilitates
the tracking of key
timeline dates,
allowables, Spent to
Date, violations and
utilities. To fully enable
them requires several
steps.
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Line Item Categories

Line Item Categories allow you to group
like line items together so that the total
allowable amount may be tracked
properly.
Let’s review set up.
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Setting Up Line Item Categories

1 1. Click ‘Add Category’ button.
2 2. Type the name for the new line item
category and select “Yes” from the Active
dropdown.
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3. To ADD line items to the category, simply
click on each that applies under the
“Unassociated Line Items” column. This will
automatically move it to the “Associated Line
Items” column.
Repeat Steps 1-4 to add additional Line Item Categories.

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Creating Investors
Investors would be organizations such as
FHA, VA, HUD, FNMA, FDMC, etc. who would
have their own set of allowable parameters.
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Setting Up Investors
1. Click the ‘Add Investor’ button.
2. Enter the following information:

a. The name of the Investor (i.e. FHA, VA, etc.).
b. Mark as “Active” from dropdown.
c. Enter Start Date of guidelines/mortgagee 1
letter. 2
d. Since an End Date is never published, set a
date far in the future. It can always be edited
later.
e. Enter the maximum allowable amount per
property/loan number. 3
Repeat Steps 1-3 for each additional investor you

would like to add.
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Associating Line Item Categories

Now that you have created
your Investors and
organized your Line Item
Categories, the next step in
the process is to specify
allowables accordingly.
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How to Associate Line Item Categories to Allowables
1. Click on an Investor name.
2. Click the ‘Edit’ button.
3. Entry amounts then hit ‘Save’.
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4. Click to change overall allowable.
5. Click to change overall allowable.
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Property Statuses
With Premium, you will have the ability to
track various statuses of the property.
You define the status names and color-
coding for quick recognition.
Here is how to create them:
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Creating Property Statues
1 . Click ‘Add Status’

and then enter a Status
Name.
2 . Click ‘Background
Color’ then a color
range.
3. Click around inside the large color block
until you find the color you prefer. Then
simply click outside the color block and click
‘Save’.
Repeat
Steps 1‐3 to
add all
remaining
statuses.
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Using Property Info

Now that you have completed the
setup of vital pieces of the Property
Info feature, it is now time to review
how to use it in order to effectively
manage at the property level.
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Viewing Property Info
1. Click on a work order on the

Home Screen.
2 . Select the ‘Property Info’ tab to

display the Property Status Overview.
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View & Edit Data 1 3

2
1. Click to Edit Fields
2. Click to Change The

Fields That Display
3. Click to Change The

Property Status
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1. Click the ‘Edit’ button and all

editable fields are displayed. 1
a. All dropdowns are either

“yes/no” or “on/off” options.
b. Always click ‘Save’ before

exiting.
All changes ar e
tracked and visible
via the History Icon.
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2. Clicking the ‘Show Fields’

2 Button will display a list of all
possible fields.
a. All fields display by
default.
b. Each user can set their
own fields they wish to
display.
c. Always click ‘Save’
before exiting the
page.
Click to Select or
U nselect All fields.
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3
3. Clicking the ‘Change
Status’ button will display
a dropdown box where
“No Status” or a
previously selected status
is displayed. Once a new
status is selected and
‘Save’ is clicked, the new
status will display.
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Damages & Violations
Two ways to enter

Damages & Violations: 1 2
1. On the Bids/Completion Info tab
3
2. On the Damages/Violations tab
3. Entries that remain unresolved,

these boxes will appear RED as a
visual reference requiring attention.
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Bid/Completion Info Entry

1
3 4
1. Click on the Bids/Completion Info tab.
2. When a vendor enters data for a Bid line item, they can check these boxes indicating whether
it is a:
a. Damage
b. Violation
c. Health & Safety issue
Once selected and Saved, it will post to the Property Info tab and log the additional damage or
violation information on the Damages/Violations page.
3. Checking either Damage or Violation will result in another box appearing for entry of
additional information.
4. This field can be utilized internally to Approve/Deny your vendor’s bids. Likewise, it could be
used by Client Companies with user access to review and approve items.
5. Once you click the ‘Save’ button, the information will populate to the Damages/Violations tab.
51
Damages/Violations Tab Entry

1
4a
4b
1. Click on the Damages/Violations tab.
2. The Damage or Violation entered in Bid/Completion Info will record here.

Clicking on the item will allow for review and, once resolved, click the ‘Mark
Completed’ button. This will turn the buttons on the Property Info page from
RED to GREEN.
3. Once ‘Mark Completed’ has been clicked, the item is moved to either Closed
Damages or Closed Violations.
4. You can add either a Damage or Violation by clicking the appropriate ‘Add’
button. Depending on the ‘Add’ button clicked, one of these boxes will appear
where you will enter all pertinent information and click ‘Save’.
52
Property Details Section

This section of the Property
Info screen, located below the
overview data, provides a quick
summary list for all orders for a
property:
1. Orders
2. Invoices 1
3. Completions 2
4. Bids 3
5. Notes 4
6. Photos 5
7. Check-ins 6
7
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1. Click on a summary list 1

2
name to review your
options. 4
2. Some may have sub-list

options to choose from. 3
3. Others will include options

to export to Excel and/or
PDF.
4. Click on a WO# to be
taken to that specific work
order.
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54
PCR Answer Mapping

This feature is designed to be able to auto-populate information to the
Property Info screen from results gathered in the field.
Enable Set Answer Order Property Info

Permission Mapping Invoiced Populated
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Answer Mapping Permission
Be sure this permission is checked for

every Group you wish to give this ability.
Minimal Groups/Users is recommended.
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How to Map Responses
Go To Admin>General>PCR
1 Forms.
Click the ‘Add/Edit

Questions/Rules’ button. 2
Click on ‘Edit’ question

button. 3
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1 2
1. Go To the section below the question details called “Answer Mapping”.
2. Click the “Add Answer Mapping” button to select one of the Property Info
Fields to which you can map answers.
3. Select one or more field(s)
4. Click the ‘Add’ button. This will cause the results from that form question to
populate the appropriate Property Info field(s) once the order is Invoiced.
58
Multiple Client Logins

This feature allows for multiple users
under a client company to login and
perform designated tasks based on
group permissions.
These users are NOT billable users

on your account.
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Creating Client Logins

2
3
1
4
5
1. Click on Users for the client for whom you wish to create a User.
2. Click Add User.
3. Fill out a First Name, Last Name, Company Name, Username, Password, and Email.
4. Select the group you would like that user to be a part of. You may want to consider
creating a couple of different Group profiles to allow for Client access variations.
5. Select whether you want that user Active.
6. Enter in any notes about the user and enter in their Phone Number, Address, City,
State, Zip, and Time Zone.
7. Click ‘Save’.
REPEAT STEPS 2‐7 FOR ALL Client Company Users you wish to add.
60
Share Link
This feature allows you to send a link of just photos, documents or both for a work order to anyone.
There are two places to share PCR Form

documents via a link to anyone
you wish: View Work Order tab
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PCR Forms Share Link
1 3
x
2 4
1. Click on Share on any form you want to send to someone.
2. Select whether or not you would like photos that are flagged for this PCR form to attach to the
shared link and click Share.
3. Click on Copy Link.
4. A link will populate in a box and you can copy that link.
5. Paste that link into your URL on your browser.
6. A download will commence. Click on the download once it is complete to view the form in
either your browser or PDF viewer.
Required Group Permissions
In order to utilize this feature, the following Group permissions must be enabled:
Go To Admin > Groups:
View Work Order > PCR Form > Share Form Link
View Work Order > Photo/File Uploads > Create Shared Document Links
View Work Order > Photo/File Uploads > Delete Shared Document Links
62
Photos/Documents Share Link

2
1
1. Click on Download PDF and choose Save to Documents. Select either 2x2, 3x3, or 4x4.
2. A download will appear. Once it does, click on the Photos/Documents tab.
3. The screen will refresh and there will now be a document containing your photos. Click the
blue up arrow and then when the pop up appears asking to share file, click Ok.
4. Click the blue up arrow again. A link will appear below the blue up arrow. Copy that link.
5. Paste that link into your URL on your browser.
6. A download will commence. Click on the download once it is complete to view the form in
either your browser or PDF viewer.
Required Group Permissions
In order to utilize this feature, the following Group permissions must be enabled:
Go To Admin > Groups:
View Work Order > Photo/File Uploads > Create Shared Document Links
View Work Order > Photo/File Uploads > Delete Shared Document Links
63
Bulk Invoice Altering

You now can complete several
types of invoice alterations in bulk
using the Actions button on the
Home screen.
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Using The Feature

4
5
2
6
1. Check mark the orders for which you wish to complete bulk invoice actions.
2. Click the Actions button.
3. Click “Alter Invoice” from the list of options and to display the list of actions
available:
a. Add/Alter Line Items

b. Change Quantity
c. Alter Price
d. Alter Total
e. Mark Invoice as Complete
4. To use ”Mark Invoice Complete”, you must select the appropriate invoice item
before clicking ‘Go’.
5. All changes can either append what is already present or replace it entirely, if
altering line items.
6. Click the ‘Go’ button to initiate changes.
65
Vendor Availability
This new feature has been created for all vendors to notify you of when they may be
unavailable to accept new assignments for a period time for situations related to
vacation, personal matters, excess workload, etc.
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Group Permissions
First, to enable this feature for your team
and vendor network, your PPW Admin
must check the appropriate box in the
Group setting for both internal users and
vendors.
Check for Vendor Group
Check for Internal Groups
To identify who within your organization is notified when a vendor

submits, you will also need to provide which emails to contact. Go
to Admin->Settings and then enter email address here. If
multiples are to receive it, separate addresses with commas.
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Vendor Functionality
1
3 3
2 4
A vendor may report unavailability by following these steps:
1. Click their name in the upper right to the left of the Logout Button.
2. To add a notification, they click the ’Add Availability Notification’ button.
3. Select the appropriate Starting and Returning dates and then click ‘Save
Request’.
4. The request is submitted to the appropriate individuals for review and is listed
on the vendor’s screen as Pending.
68
Office Functionality
1 2
4 3
1. Click the ‘Vendor Availability’ button on the Home Screen toolbar. This opens
another tab containing the notification information.
2. Check vendor coverage for the areas the vendor submitting notification
handles by using the ‘Zip Lookup’ button.
3. Enter a “Response” if one is appropriate.
4. Select “Acknowledged” from the Status drop down if there is other coverage
available during this time.
69
Enterprise
Lite
70
Enterprise Lite
What Is E-Lite? Why E-Lite?
• Separate database • Contractual for direct clients
• Read access to the entire database
• White Label • Access to the database
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71
New
Feature
Releases
72
Work Type Categories

Why Work Type Categories?
• Efficient Auto Assign

• One Set Up vs. Multiples
• Group Similar Work Types Together

• Track Total Spend
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Create & Assign Work Type Categories

1. Open Work Types
2. Click ‘Manage Work Type
Categories’ Button
3. Click the ‘Add Categories’ 1 2
Button and add Your
Categories
4. Click the ‘Save’ Button
3
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Auto Assign Work Orders BETA
Note: You must set up

Work Type Categories
Before using this
Application option.
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Multiple Filter Options
Client Company State County City Zip Code
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Set Up
1 2
3 4
5
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Vendor Coverage Tracking

• Track It All
• Assign Only Where You Want
Set Up Client Choose Search

Set Filters
Company Vendor Coverage
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Check Vendor Coverage
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Setting QC Rules
Why? Set Up
• New Vendors • Choose Filters
• Special Client
• Challenging Municipality • Set Frequency
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1. Go To QC Rules
2. Click The ‘Add Rule’ Button
3. Set The Appropriate Filters 1
4. Set Frequency
5. Click The ‘Save’ Button
2 5
3 4
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Validation Rules
Use Cases
• Invoice Changes • Missing Photos
• Unsaved Invoices • Timestamps
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How To Set Validation Rules

1. Go To Validation Rules 3. OR Click These If Only Setting
For Specific Work Types
2. Click Here To Set By Work
Type Category 4. Click The ‘Save’ Button
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PCR Validation Rules

1. Captions or call outs go here.
“If this, then that.”
• Flagging Options
• Specific Responses
• Answer Change
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Setting PCR Validation Rules

1. Go To PCR Forms 4. Click On ‘Add Validation Rule’ Button
2. Click On ‘Add/Edit Questions/Rules’ 5. Make Appropriate Selections From
Button Dropdowns
3. Click on ‘Edit’ Button 6. Click ‘Save’ Button, Repeat As Necessary
2
4
5
3
6
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Auto Invoicing
Why Auto Invoice?
• High Volume Work • Streamline • Contractor

Types Process Compliance
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Setting Up Auto Invoicing

1. Go To Work Types and select a
Work Type.
2
2. For a specific Work Type, check the
‘Auto Invoice’ box.
3. When checked, two lines appear to
select invoice line items for 3
contractor and client. Make
selections for all line items that
apply. 4
4. Click ‘Save’ button before moving
on to the next work type.
Repeat Steps 2-4 for each Work Type

for which you would like to auto
invoice.
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Auto Attach Forms & Docs

Use Cases
• Door Hangers • Signage • Special

Documentation
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Setting Up Auto Attachment

1. Go To Forms & Docs Tab. 4. Check the ‘Enable Auto-Assign to WOs’ box.
2. Click the ‘Add File’ button. 5. Using the dropdowns provided, select all that apply. BE
SURE to include Work type(s) selection(s).
3. Click the ‘Choose File’ button to select the
appropriate file. 6. Click ‘Save’ button.
Repeat Steps 2-6 for each Work Type for
which you would like to auto invoice.
2
3
6
5
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Questions
and
One-on-One
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CREATE.

Five Basic Things

• Create Client Companies

Create Client Companies

Let’s review the steps.

1. Click the ‘Add Company’ button.

2. Enter a Company Name. 1

4. What percentage do you take from your

5. Set as Active “Yes”.

6. Click the ‘Save’ button.

Repeats Steps 2-6 for

Create Auto Imports

Let’s take a closer look.

1. Click the ‘Setup New Import’ button.

2. In ‘Import From’, select the company from the list

3. Under ‘Set Client Company’, select the one you

4. Enter in the ‘Login Name’ and ‘Password’ you use

6. Set ‘Active’ to “YES”.

7. Click the ‘Save’ button. Repeat Steps 2-6 as 5

*If there are any other log in credentials needed, or

Import Work Orders & Create Work Types

Process Create Map Work Send To

The steps are…

1. Click the ‘Add User’ button.

Create Bid/Comp & Invoice Items

Let’s review set up.

Add A Line Item

1. To add a new line item, click the “Add Item” button.

Create A Pricing Filter

AR/AP – How To Do Chargebacks and Why

• Importing Client Payments

Import Client Payment

1. Select the Invoice – Import Client Payment Info Report.

1. Select the Invoice – Accounts Payable and Receivable report.

Enter & Process Chargebacks

Vendor Not Paid: Vendor Already Paid:

• Invoice Adjustment • Chargeback Report

When in the invoice of the order, here is what to enter:

1. Enter Invoice Date range.

This button will allow you to enter Client Payments in mass.

1. Click the ‘Client Payments’ button and a box appears.

2. Enter a Paid Date and a Check # (if applicable)

This button will allow you to enter Contractor payments in mass.

1. Click the ‘Contractor Payments’ button.

2. Enter a Paid Date and a Check # (if applicable).

Creating PCR Forms

PCR Forms List Page

Creating PCR Forms

After you create the PCR

1. To start adding your questions, click the ‘New Question’ button:

Line Item Categories

Setting Up Line Item Categories

4. Click the ‘Save’ button.

Repeat Steps 1-4 to add additional Line Item Categories.

Let’s take a closer look.

2. Enter the following information:

3. Click the ‘Save’ button.

Repeat Steps 1-3 for each additional investor you

Associating Line Item Categories