Lease Evidence Window

Overview

The Lease Evidence window can only be triggered from the Add Lease Evidence or Add Subject Leases button, which is available when on the Leases tab is added to a Data Entry Template.

The Lease Evidence window provides the user with a tool to search for existing leases within their ValuePRO application from different sources. The leases returned are source from sales manually entered by other valuers within their ValuePRO applications.

Search Criteria View

By default, the search criteria view section loads in Basic Search mode, however an Advanced Search mode is available to perform a more specific search for leases with a very specific set of features. The search views present users with fields to enter criteria to search for leases in the database.

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Basic Search View

The Basic Search view provides the user with the most commonly used search fields to enter criteria to search for leases in the database. Where possible, fields will be pre-filled with relevant information from the job card and a default search run when the search view loads.

The search field available are:

  1. Suburb - Provides a field to enter one or more suburbs and will be pre-filled with the suburb value from the job. You can enter multiple suburbs separated by commas. The ellipsis button [ ... ] can be used to bring up a selectable list of all the suburbs within the selected state.
  2. State - Provides a select list of state abbreviations to select from and will be pre-filled with the state value from the job.
  3. Post Code - Provides a field to enter a post code and will be pre-filled with the post code value from the job. A [ > ] button is available next to the post code field which will remove the post code value when clicked.
  4. Street - Provides a field to enter one or more street names. You can enter multiple streets separated by commas. The ellipsis button [ ... ] can be used to bring up a selectable list of all the streets within the suburbs entered into the suburb field. This allows a user to perform a more specific search for a lease on a particular street.
  5. Country - Provides a select list of countries to select from and will be pre-filled with the country value from the job. This field will only be visible if the Show Country setting is turned on.
  6. Rental - Provides fields to enter a minimum and maximum rental value range and a select list of percentage values to adjust the rental sensitivity. If the job contains a value in either the Purchase Price field or Customer's EMV field, the higher value will be used with the selected rental sensitivity to pre-fill the minimum and maximum fields. If the rental sensitivity select list is changed, the minimum and maximum field values will change and re-trigger the search.
  7. Lettable Area - Provides fields to enter a minimum and maximum lettable area value range in m2 and a select list of percentage values to adjust the site area sensitivity. If the job contains a value in the Lettable Area field, this value will be used with the selected lettable area sensitivity value to pre-fill the minimum and maximum fields. If the lettable area sensitivity select list is changed, the minimum and maximum field values will change and re-trigger the search.
  8. Proximity to Subject - Provides a select list of distance values. All jobs entered into ValuePRO are updated with a geo location (latitude and longitude coordinates) of the property. This then allows ValuePRO to perform proximity searches to locate lease properties based on their location. Selecting a value from the select list will re-trigger the search for properties that are located within the distance selected in the proximity selected. If the job does not have a suitable geo location, the select list will not be available and the user will instead see the text Subject Property not accurately located. Users can attempt to force the job to geo code by going to the job card, opening the Address composite field and press the Save button to re-trigger the geo location feature.
  9. Data Entry Template - Provides a select list of all the data entry template values for leases to filter by.
  10. Date Range - Provides a select list of date range options, however the last option in the list, Custom Date Range, provides the user with two additional date fields to enter a minimum and maximum date range for the search.
  11. Sort Order - Provides a select list of all the fields that are available on the search page to sort by and a select list of the sort by order available.
  12. Data Source - Provides a select list of all the sales data sources that are available. The data sources are used to indicate where the sales information was sourced from, whether it was manually entered into the system by a user or imported from another source. The default option is set to All Sources of Data to show all sales, regardless of their source.
  13. Property Type - Provides a select list of all the property type values to filter by.
  14. Match Options - Provides a select list of search accuracy option values. The default option is set to Exact Matches (fast) and this performs a quick search for sales with the search criteria exactly as it is entered. The second option is Close Matches (Slow) and is used to perform a more detailed search for sales with the search criteria entered, focusing more on returning results that either exactly match the search criteria or are similar to the search criteria. For example, if the Close Match (Slow) option was selected and the user entered a Suburb value of Spring Hill, the search would also return any suburbs that contained the word Spring or Hill.
  15. Show As - Provides a select list of all the display options available. The display options available are: List, Excel, Map, Photos and Floor Plans.

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Advanced Search View

The Advanced Search view provides the user with additional search fields in addition to the fields available in the Basic Search view to enter criteria to search for leases in the database.

When the Advanced button is clicked, 4 select lists with the text - Select an Attribute - and 4 empty fields are displayed to the user. These - Select an Attribute - select lists contain a list of contain a list of fields that have the Allow for Search checkboxes on the Field Card set, however each select list shows a list of fields of a specific data type, in particular:

  1. This select list only shows fields that are not number fields. You can select a field from the list and enter any text in the empty field to search for.
  2. This select list only shows fields that are not number fields. You can select a field from the list and enter any text in the empty field to search for.
  3. This select list only shows fields that are not number fields. You can select a field from the list and enter any text in the empty field to search for.
  4. This select list only shows fields that are not number fields. You can select a field from the list and enter any text in the empty field to search for.

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Search Results View

Once the search criteria has been entered and the user presses the Search button, ValuePRO will search for any lease records that match the search criteria and will display them in the Search Results view. The Lease card can be opened by clicking on any lease record in the list of results.

The Search Results page has 4 different views:

  1. List View
  2. Map View
  3. Photos View
  4. Floor Plans View

The default view is the List View.

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List View

The Search Results List view will display the following data for each lease:

  1. Select checkbox - Ticking this checkbox will indicate to ValuePRO that you wish to use this sale as sales evidence against the job;
  2. Property Address - Shows the lease address;
  3. Tenancy - Shows the subject lease tenancy information;
  4. Rent Set At - Shows the date the rent was set.
  5. Rental - Shows the subject lease rental amount as a currency value;
  6. Lettable Area - Shows the total lettable area for the subject lease in m2;
  7. Overall Rate - Shows the overall rate as a currency value per m2;
  8. Comments - Shows the comments describing lease property. If the Include Lease checkbox is ticked, the comments section will be displayed as a text box to allow the user to update the lease comment immediately;
  9. Comparison to Subject - Shows the comments comparing the lease property to the job;
  10. Source - Shows the source of the lease information. If the lease was manually entered by a user, the firms logo will appear, if it was from another source, the appropriate logo will appear;

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Map View

The Search Results Map view displays a large Google map with the subject property and all the property leases from the search results plotted on the map.

To view the details of the subject or lease properties, hover the mouse over the property icon on the map and a window will pop up with information regarding the valuation or lease. You can click on the link to open the valuation or lease.

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Photos View

The Search Results Photo view returns the lease search results in a grid view, where any images attached to the lease are displayed to the user along with the lease address, tenancy and rental details.

There are two additional filters available for the Photo view, these are:

  1. Photo Filter - There are 3 options available for this filter. Option 1 is With and Without Photos, which shows all the leases, regardless of whether they have a photo or not. Option 2 is With Photos, which only shows leases that have photos. Option 3 is Without Photos, which only shows leases that do not have photos.
  2. Photo Size - This controls the size of the photos in the grid view. The 3 options available are: Small, Medium and Large.

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Floor Plans View

The Search Results Floor Plan view returns the lease search results in a grid view, where any floor plan images attached to the lease are displayed to the user along with the lease address, tenancy and rental details.

There are two additional filters available for the Floor Plan view, these are:

  1. Floor Plan Filter - There are 3 options available for this filter. Option 1 is With and Without Photos, which shows all the leases, regardless of whether they have a floor plan or not. Option 2 is With Photos, which only shows leases that have floor plan images. Option 3 is Without Photos, which only shows leases that do not have floor plan images.
  2. Floor Plan Size - This controls the size of the floor plans in the grid view. The 3 options available are: Small, Medium and Large.

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Buttons

This section explains the functions for the buttons available on the Lease Evidence window:

  1. Search
  2. Reset
  3. Advanced
  4. Save Changes
  5. Add New Lease
  6. Select All
  7. Un-Select All
  8. Print Selected Leases
  9. Print All Leases

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Reset

Clicking the Reset button will return the criteria entered into the Search Criteria View back to the default criteria that was entered when the page loaded.

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Advanced

Clicking the Advanced button will either show or hide the Advanced Search View section.

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Save Changes

Clicking the Save Changes button in the Search Results View section will save any changes made to the Select checkbox and the Comparison to Subject field for leases that are selected to be included as lease evidence or subject leases against the job.

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Add New Lease

Clicking on the Add New Lease button in the Search Results View section will open an empty Lease card (1) to allow the user to manually enter a new lease into ValuePRO. Once the lease is saved, it will be available for use on the job and also made available to other users in the application.

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Select All

Clicking on the Select All button will automatically tick the Select checkboxes for all the sales in the Search Results View.

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Un-Select All

Clicking on the Un-Select All button will automatically un-tick the Select checkboxes for all the sales in the Search Results View.

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