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KEY-DATA SYSTEMS

PROPERTY MANAGEMENT AND PROPERTY SALES SYSTEMS

Key-Data Gold
Update Schedule November 2014 to Present
Latest updates at the top
Version 6.2.7.0 completed 31 July 2016

The 'Email Setup' area of the 'Edit/User Details' screen now allows for SLL (Secure Sockets Layer)
accounts to be setup and defined as the users primary email account for sending emails from KeyData Gold. This is a more secure way to send emails and ideally should be employed by all KeyData users. In addition to ticking this option, you will also have to record the 'Port' for sending the
email: Most accounts appear to accept and work with 465, although your email account provider
will be able to assist where required. If you experience issues setting up your own agent specific
email account to send emails from Key-Data Gold, then you may like to register a free 'gmail'
account and use this as your sending account (remember that Key-Data Gold will allow you to
easy define where your replies go back to). To register for a new gmail account, just Google: 'get
gmail account'. Agent SMTP settings for KDG are: ' smtp.gmail.com', you must tick both 'Requires
Authentication and 'Use SLL' and record your email address into: 'Send Using' and your password
into: 'SMTP Password'. After a system restart, Key-Data Gold should be able to send using your
own agent account. A setup example is displayed below:

Version 6.2.6.9 completed 26 July 2016

The SMTP password in the email set-up area is now hidden from view on the 'Edit Negotiator' and
'New Negotiator' screens.

Version 6.2.6.8 completed 14 June 2016

The latest version of the Office Diary (version 3.0.0.3), now allows for sms reminders to be sent
not only to applicants on the day of the viewing, but also at the time of recording the viewing or at
any time by editing the viewing. Also, in addition to sending the confirmations/reminders only to
the applicants, the user can now also select to send them to the landlord/vendor and where
appropriate the tenant in the property. Procedure: When recording or editing a viewing, click the

Contact Details button. At the bottom of the screen that appears is the new option to send the
confirmations/reminders.

Service Call transactions may now be ordered (using the drop down ordered on box), on the
contractor that has been assigned. This allows reports to be generated where the service calls are
grouped together by contractor.
The Locate Tenants From Property search screen that is accessed from several places in Key-Data
Gold, (eg: Account Management/Tenant Accounting/Agency Invoice) now offers the advance
search functionality that is given on the main Property Information screen. This means that the
search text that is entered is automatically used and matched on all property address fields. This
makes it much easier and quicker to locate a property, and hence the tenants in that property.

Version 6.2.6.7 completed 06 June 2016


Service release only no new features
Version 6.2.6.6 completed 11th May 2016
The number of days before property inspection reminders appeared in the 'Maintenance
Scheduler' was previously set at 14 days. Where required, the time before these reminders
appear may now be altered from Reminders tab of the Admin Tools/System/Preferences
screen. The default number of days following this update is still 14 days so no action is
required if your agency has been happy with this period.
The 'Property Licencing' reminder has been re-located to the new 'Reminders (b)' tab on
the 'Detailed Property Information' screen.
A new Property Reminder has been added to the Reminders tab of the Detailed Property
Information screen. The Rent Protection option allows you to highlight the fact that
property has insurance against tenant rent defaults. Additionally, it is possible to record a
date of when the insurance becomes due for renewal along with notes regarding the
insurance supplier. When the option is selected and a renewal date has been recorded,
this will generate a reminder to automatically appear in the Mainscreen/Reminders Control
Panel. As with other reminders, when the reminder notification is clicked, the Property
Reminder management screen will be displayed and allow management of the event.
Where a reminder date has been set, the default number of days before the reminder is
given is 14 days. Where a property is marked as having rent protection and the tenant has
not been recorded as having 'Guaranteed Rent' then the user is notified when the tenants
information screen is accessed. Additionally, The information memo box on the 'Property
Information' screen adjacent to the property address on the right of the screen, displays
the status of the cover.
A new report has been added to the 'Reporting/Property Reports' selection box. The 'Rent
Protection' option displays all properties where this option has been recorded.
Where a landlord record screen is accessed and the landlord has properties with separate
'Property Accounts' defined (Property Accounts take precedence over the landlord bank
details defined on their record screen for automatic internet payment routines), then a red
label is displayed below the landlords 'Bank & Payment Details'. This alerts the user that
altering the main landlord bank account will not have any affect on the account details
assigned to the property of the landlord. If the alert label is clicked, then a list of the
properties with separate accounts is displayed, and double-clicking a property in the list
will bring up the properties 'Detailed Property Information' screen.
Version 6.2.6.5 completed 04 May 2016

'Direct Debit' has been added to the drop-down selection box for the 'Usually Pays By'
option on the 'Contractor Management' screen.
ADDITIONAL SYSTEM/USER SECURITY: The 'Mainform/Edit/User Details' screen now
offers a new option that will limit a users access to editing certain landlord information.
The 'No Landlord Edits' option has been defaulted to be unticked and so your system will
continue to function as previously. However, if the option is ticked the following limitations
will be applied to that user:
a) The user will not be able to alter the primary and secondary landlord name(s).
b) The User will not be able to edit landlord information that lies in the 'Bank &
Payment Details' section of the landlord record sheet.

Version 6.2.6.4 completed 18 April 2016


Service release only no new features
Version 6.2.6.3 completed 05 April 2016
NEW LANDLORD CONTACT FEATURE: A great new feature has been developed to
help you better stay in contact with your landlords. The 'Additional Details' tab of the
'Detailed Landlord Record' screen now offers a 'Last Contact' date. Note: This has
currently been set to the date the landlord was registered on the system, and it may be
altered manually using the drop-down calendar to bring the system up-to date
immediately. When a new landlord comment is recorded this date is automatically
updated, assuming the option box to do this is left ticked. Additionally when a landlord is
sent a letter-communication, an email, or sms message either directly from their record
screen or if they are included as part of a batch communication, the user is given the
option to automatically update the last contact date and write this to the landlord
comments list. Periodically, (maybe monthly so why not add an automatic reminder to
your diary?), it would be a great idea to run the 'Reporting/Landlords/Not Contacted Since
(selected date)' routine to keep a check on all landlords that need contacting. This routine
allows you to select from one of several contact options, either individually or in a batch.
Additionally, where the batch SMS or email routine is selected, then when the routine has
completed you are given the option to automatically update the landlords last contact
date, and additionally make an entry in the landlords comments list for future reference
Batch Reminder Removal Utility: A new administrative utility has been designed to
assist clients when a large number of 'Maintenance Scheduler Reminders' need to be
deleted to bring their Key-Data Gold system up-to date quickly. A member of the Key-Data
support team will be happy to help you automatically batch delete maintenance reminders
where necessary, so please do contact them for assistance. This new utility is available
from 'Admin Tools/System/Batch Delete Reminders'
Version 6.2.6.2 completed 22 March 2016
A new preference setting has been added to the 'Accounts' tab of the 'Admin
Tools/System Preferences' screen. The 'Stop Statement Generation if Reserve Transfer
Cannot Be Made' option under the 'Landlord Accounting' section controls whether the
landlord statement routine is allowed to run without the transfer being made, or whether
the landlord statement routine is just abandoned without the statement being displayed, if
the transfer cannot be made. The default is to allow statement to be generated as
previously.

A new automatic 'Control Panel Reminder' has been added to supplement the recently
added 'Proposed Tenancy Start Date' feature, (which is managed from the 'Task
Management' tab of un-accommodated tenants). Procedure: Where a tenancy start date

has been added to an unaccommodated tenant, then three days before that date, a
reminder will automatically appear in the Mainscreen/Reminders Control Panel. As with
other reminders, when the reminder notification is clicked, a screen will be displayed
giving further information and offering quick access to the tenants record screen.
Version 6.2.6.1 completed 08 March 2016
The 'User Tools/Messaging Management' routine that processes and displays sms replies
now offers a date filter. This filter has automatically been set to display sms messages for
the last month only. Additionally, the results are ordered with most recent messages at
the top, instead of at the bottom as previously.
Where the Key-Data Realtime mechanism is used and the users Rightmove ID is blank, a
message about this is now only given if the user has opted to upload to Rightmove.
Where an automatic 'Reserve Account' transfer has been set for a landlord and the
transfer request amount is greater than the amount due to the landlord, the user is
notifed of the requested transfer amount, and the actual amount due to and the payment
routine is halted at that point. Previously the statement was generated, and had to be
closed down and the routine abandoned before the transfer amount could be altered on
the landlord record screen.
Version 6.2.5.9-6.2.6.0 completed 29 February 2016
Service release only no new features
Version 6.2.5.8 completed 07 February 2016
The 'Additional Filters' area of the 'Property Information' screen now offers a 'Service
Type' filter that may be applied individually, or in conjunction with other available
filters.
The 'Internal Message Alert' screen that allows Key-Data users to send and manage
internal messages, available from the 'Mainscreen/Cloud Support & Messaging' module,
now offers a link that may be clicked to toggle the list-table to display either open
messages only (the default), or all messages. Previously closed messages could only be
viewed if there were no open messages to be displayed to the user. Additionally the
listing order is now on the date that the message was initially created.
A new data-field has been added to the 'Rent Details' tab of the 'Detailed Property
Information' screen. The 'Accounts Ref' field, positioned below the 'Rent Amount' field,
allows for an agent defined reference code to be recorded against a property that is
brought through to the 'Composite Revenue' report(s). This allows for effective report
data filtering and ordering when the report is exported.
A new 'Look & Feel' cosmetic skin has been applied to the default Key-Data Gold
system that cosmetically alters the look and feel of screens and related components.
The default 'skin' is called 'Light', this may be altered where required using the dropdown selection box on the 'General' tab of the 'Admin Tools/System/Preferences'
screen. To remove all cosmetic options select the 'Classic' option.
Version 6.2.5.7 completed 30th January 2016
Service release only no new features

Version 6.2.5.6 completed 27th January 2016


The 'Internet Set-Up' tab of the 'Edit/Company Details/Address and Names' screen now
offers an additional information field. The 'Rightmove Realtime: Filename Prefix' box
should be used to record the Rightmove defined agent code. NOTE: Multi-branch users
can define this field for each branch where necessary from the 'Admin Tools/Manage
Branches/Edit Branch' screen.
Further work completed toward the Rightmove Realtime mechanism.
Version 6.2.5.5 completed 12 January 2016
The User Tools/Update To Web/Realtime Publishing routine now offers a checkbox
offering the option to populate your porfolio to the 'Rightmove' portal using their so
called 'Realtime' upload mechanism. It is the view of Key-Data Systems, that whilst this
new mechanism does offer a number of advantages compared to their original
mechanism (and that employed by other advertising portals), it does not appear to be a
genuine real-time publishing mechansim. During development and testing Key-Data
Systems found that a refresh time of around an hour could be expected for new
properties, with around 30-40 minutes for existing properties to be refreshed. As has
already been explained to Key-Data clients, there is a cost of 25.00 PCM to use this
facility. Please send an email to accounts@key-data.co.uk to order this additional
service.
When a Custodial Deposit is moved out to custody, the entry recorded in the tenant
Rent Book now shows the payment method that was used for the transaction.
LEGAL REGULATIONS: In preparation for the new regulations regarding the
necessity of checking applicants for their eligibility to rent property in the UK, (full
information is available at https://www.gov.uk/check-tenant-right-to-rent-documents),
a powerful, new logging and reminder mechanism has been designed and added to
your Key-Data Gold system. Procedures: Recording Evidence: On the 'Detailed

Tenancy Record' screen, under the 'Primary Tenant' and 'Secondary Tenant' details
areas, you will notice new Right To Rent' link options. NOTE: There are similar links on
the 'Additional Tenants' screen, so that each individual tenant has their own link.
Clicking these links allows you to record the evidence that was supplied to you from
that applicant/pre-tenant. You can either select the document from the drop down box,
or type your own text. Additionally there is an area to record any appropriate notes. If
the evidence supplied has an expiry date, as in the case of a VISA, then you can record
this using the date picker. Finally, click the 'Enter' button to record this evidence, and
the record will then appear in the top display table. Reminders: Seven days before an
expiry date is reached, a reminder will automatically appear on your Key-Data Desktop
in your Reminder Control Panel. Clicking the reminder will display the documents
coming up for renewal, and double-clicking each reminder will take you to the Detailed
Tenancy Record.
Version 6.2.5.4 completed 04 December 2015
The Admin Tools/Archive & Delete Routines/Manage Dormant Status (properties)
screen now offers a fast access button to a properties Detailed Property Information
Screen. This is useful for identifying and managing events and reminders stopping the
property being made dormant.

MULTI-BRANCH FEATURE UPDATE: Where a user has been assigned to a branch


and a filter on the Maintenance Scheduler has automatically been applied, it is now
possible for the user to remove the branch filter to view all events across all branches.
To avoid ambiguity, the stated Balance figure on the Reporting/Accounting/Tenant
Credit Bank Report (all) screen and printable report has been renamed to Current
Balance.

Version 6.2.5.3 completed 26 November 2015


ADVANCED REPORTING FEATURE: The Reporting/Accounting/Profit & VAT/Total
Rents Collected report may now additionally be generated to an Adobe file or in a
spreadsheet format for further manipulation. Additionally the properties Service Type
is displayed on the report and the report is now ordered and grouped on the service
type followed by the property address. This allows for income by Service Type
information to be more easily extracted. NOTE: When generated in spreadsheet format,
best results are obtained by selecting the XLS Date File type from the file generation
screen.
Version 6.2.5.2 completed 22 November 2015
MULTI-BRANCH FEATURE UPDATE: The Maintenance Scheduler now offers a
Branch Filter that displays only events related to the selected branch. Additionally,
where a user is assigned to a branch, then by default they will see only maintenance
events related to their branch.
It is now possible to add landlord contact information to your Contractor Job-Sheet
template where this is required. Whilst landlord name(s) information was already
catered for using the <Landlord1> and <Landlord2> datafields, the following additional
fields may be added: Telephone: <lltel> (dbtext component), Mobile: <llmobile>
(dbtext component), Email: <llemail> (dbmemo component). For assistance in editing
your report template this please do not hesitate to contact Key-Data support.
A NEW OCCUPANCY RATE CALCULATOR FEATURE has been added to the
Mainscreen/Admin Tools menu. The calculator allows you to enter a date range and be
told the occupancy rate, both in days and percentage format, for a selected property.
By ticking the Report On All Current Properties option, a report will be automatically
generated on each property in your portfolio.
FOUR NEW PROPERTY REMINDERS have been added to the Maintenance tab of
the Detailed Property Information screen. The HMO Certificate Reminders area allows
you to record: Fire Alarm, Fire Equipment, Fire Lighting and Licence check dates.
When a date has been recorded, this will generate a reminder to automatically appear
in the Mainscreen/Reminders Control Panel. As with other reminders, when the

reminder notification is clicked, the Property Reminder management screen will be


displayed and allow management of the event. Where a reminder date has been set,
the default number of days before the reminder is given is 14 days.

When a Tenancy Deposit is topped up, the requirement to have a certificate granted
by Key-Data Systems has been removed.
THE RECENTLY ADDED BATCH HTML EMAILING ROUTINE HAS BEEN
FURTHER DEVELOPED AND REFINED. It is now possible for a company to maintain
a bank of graphic images and text statements that can quickly each be incorporated
into the html email by selection from a drop down box. This is ideal for quickly
generating a variety of marketing emails and layouts. Procedure: When at the online

email composition screen, select the Graphic option to manage your graphic bank and
the Text option to manage your text bank. Select the Add option to define the
graphic/text. The options added will be available at all future times when you return to
the email composition screen.
Version 6.2.5.1 completed 12 November 2015
Service release only no new features
Version 6.2.5.0 completed 05 November 2015
The Key-Data Gold application logo has been updated to the white key in the blue circle
as is used in all other Key-Data areas.
Version 6.2.4.9 completed 02 November 2015
MULTI-BRANCH FEATURE UPDATE: Where a multi-branch client user is assigned to
a property from the Additional tab of the Detailed Property Information screen, a
message is now supplied to the user asking for confirmation of whether they wish to
alter the branch the property is assigned to, to that of the selected user.
It is now possible to add a properties BranchId field to the
Reporting/Tenants/Vacating (between dates) report. For multi-branch users, where
this report is exported, this new field allows the report to be grouped by the branch.
IT IS NOW POSSIBLE TO AUTOMATICALLY MOVE PROPERTY GAS CHECK
NOTIFICATIONS FROM THE TIME MANAGEMENT/MAINTENANCE
SCHEDULER TO THE SERVICE CALL CENTRE. This greatly speeds up and
simplifies the management of the event, as previously it was necessary to manage 2
separate events in the Scheduler and an event in the Service Call Centre. Whilst the
previous procedure that your agency has followed will still function in the same way, it
may be advantageous to try the following improved procedure:
a) The Property Gas Check notification appears in the scheduler.
b) Double-click the event to open the management screen. Write/email the
tenants as previously to arrange the inspection, and record this in the Event
Progress Notes box.
c) Click the Move to Service call Centre link below the management buttons
and confirm your wish.
d) Look in the Time Management/Service Call Management module and locate
the newly recorded Property Gas Check event. Assign the contractor to the
event and generate/email the job-sheet to the contractor. Double-click the
event to manage it, and record this in the Work in Progress Notes.
e) Use the Service Call Centre to further manage this event to completion, and
then click the New Gas Certificate button on the management screen to
record the next gas inspection date: NOTE the awarding of the new
certificate functions in exactly the same way as previously.
f) The item is removed from the Service Call Centre and automatically
recorded in the Property History List for future reference.
Version 6.2.4.8 23 October 2015
Service release only no new features
Version 6.2.4.7 11 October 2015

A NEW HTML EMAIL ROUTINE TO SUPPLEMENT THE EXISTING BATCH EMAIL


ROUTINE HAS BEEN ADDED TO THE ADMIN TOOLS/BATCH
COMMUNICATION/BATCH EMAILS ROUTINE. Where a tick has been recorded
into the Generate html email option box then an html email is generated as opposed
to the usual static email. Information: An html email is advantageous for marketing

purposes as images and formatted text and graphics are included within an agent
defined template layout. Additionally professional header and footers are included.

NOTE: html emailing is available to clients that have the Key-Data Marketing Module
installed. This is just 15.00 pcm and in addition to html emailing, includes automated
unlimited portal-uploading, and the amazing property alert feature that allows you to
send beautifully formatted property alerts to your applicant list before the property
even hits the web-portals.
The Mainscreen/Admin Tools/Equivalent PCM Commission Calculator report can now
be exported in spreadsheet format where required by selecting the Send to Excel
option before clicking the Display Breakdown routine.
It is now possible to generate a report on Smoke & CO alarm checks to be arranged
(between dates) from the Reporting/Property mechanism.
Added the ability to record virtual tour information to the Manage Property Images
screen. When a virtual tour hyper-link has been recorded, this is uploaded to the
advertising portals. Please contact Key-Data Systems for further information on how
virtual tours can be added to Key-Data Gold to improve your property advertising.

Version 6.2.4.6 completed 24 September 2015


It is now possible to add the fields Dependants, GuarTel, GuarMob and GuarEmail
to your Tenancy Agreement template through the Mainscreen/Edit/Letters menu. This
will display the information that has been recorded in the Dependant Details box on
the Additional Details (a) tab of the Detailed Tenancy Record screen and also the
Primary Guarantor contact information stored in their record sheet.
Version 6.2.4.5 completed 07 September 2015
Property Licencing information has been relocated from the Additional tab of the
Detailed Property Information screen to the Reminders tab.
The ability to record a landlord licence number has been removed from the Additional
Details tab of the Detailed Landlord Record screen. Property licence information
should now be recoded on the Reminders tab of the Detailed Property Information
screen. This alteration was necessary as multiproperty landlords need to record a
different licence number for each property. Where licence information has previously
been recorded for a landlord, this is displayed at the top right of the Additional Details
tab and should be re-entered against the property.
Where a Property Licence expiry date has been recorded and is in the past or due for
renewal within two weeks, this now generates a reminder to automatically appear in
the Mainscreen/Reminders Control Panel. As with other reminders, when the reminder

notification is clicked, the Property Reminder management screen will be displayed and
allow management of the event. Where a reminder date has been set, the default
number of days before the reminder is given is 14 days.

Where required, it is now possible to add a properties Lock Code field to the
Reporting/Property/Complete List (by street name) report. Procedure: Add the field

lockcode from DBPipeline1 using the Edit/Reports/Property Reports/Complete by

Street Name option. For assistance in doing this please do not hesitate to contact KeyData support.
Version 6.2.4.4 completed 27th August 2015
The Reporting/Tenants/Rent Guarantee Tenants and the LHA Benefit Tenants reports
now include the property Key_Code and the property address.
A new Property Reminder has been added to the Reminders tab of the Detailed
Property Information screen. The Emergency Cover option allows you to highlight the
fact that property has emergency insurance cover. Additionally, it is possible to record a
date of when the insurance becomes due for renewal along with notes regarding the
insurance supplier. When the option is selected and a renewal date has been recorded,
this will generate a reminder to automatically appear in the Mainscreen/Reminders

Control Panel. As with other reminders, when the reminder notification is clicked, the
Property Reminder management screen will be displayed and allow management of
the event. Where a reminder date has been set, the default number of days before the
reminder is given is 14 days.

The main property selection and information screen now displays additional property
information which previously was not visible until the Detailed Property Information
screen had been accessed. The new memo box adjacent to the property address on the
right of the screen, displays the property Service Type and where the property has
Emergency Cover this is also displayed. Additionally, if the property is accommodated
and the tenant has a Rent Guarantee or Payment Plan in place, these are also
displayed.
The Reporting/Property/Property Code Report may now be exported to an Excel file
where required.
When a Service Call item is clicked and becomes selected, the table now displays the
transaction in bold.
It is now possible for your agency to define agency specific contractor/supplier trades.
Previously the list of available trades was limited to a pre-defined drop-down box.

Procedure: Select: Mainscreen/User Tools/Manage/Contractor Trade Definitions. From


this screen, existing trades may be selected and deleted or renamed. Additionally new
trades may be defined. NOTE: Where existing trades are edited or deleted then all
contractor records are automatically updated.

It is now possible to add several trades to a contractor, previously only one trade could
be recorded. This feature is useful where the contractor can offer several trades.

Procedure: from the contractor management screen, click the small Add/Remove
Trade button to the right of the Additional Trades list table. Double-click available
trades in the left table to add to the contractor and double-click assigned trades in the
right table to remove trades. Additionally, the contractor trade listing routine has been
re-developed to include additional trades. Procedure: From the contractor management
screen select the Tools/Trade Lists option. Select a trade and the left-hand table
displays all contractors offering the selected trade as a main-trade, and the right-hand
table lists contractors offering the selected trade as an additional trade. NOTE: Doubleclicking a contractor in either table automatically displays the record screen for that
contractor.
A great new feature that allows you to record alerts against troublesome applicants &
tenants, landlords and contractors has been developed. This feature allows you to add

an alert against a previous contact and should they attempt to re-register with your
company in the future you will be automatically notified. Procedures:

i)

ii)

iii)

Recording Alerts: From the Mainscreen select the: User


Tools/Manage/Contact Alerts/New option. Select the Alert Type and record the
forename and surname information, along with a reason for this alert (unlimited
free text). Click the Record Alert button to save the alert.
Editing Alerts: From the Mainscreen select the: User Tools/Manage/Contact
Alerts/Edit option. Type the surname of the alert to be edited then click the
required entry to be edited in the table. Make the edits as required and click the
Save Edits button.
Receiving Alerts: When a new contact is registered on the system with a
surname and a forename matching those recorded in an alert then a Contact
Alert screen is displayed to the user displaying the matched alert details.

Version 6.2.4.0-6.2.4.3 completed 09 August 2015


Service release only no new features
Version 6.2.3.9 completed 06 July 2015
It is now possible to record a Proposed Tenancy Start Date for an un-accommodated
tenant. The Accounts/Tenants/Pre-payment routine has always allowed this to be
noted and used to allow the generation of the pre-tenancy agreement documentation,
but it was not actually saved into the tenants record screen for future use/reference. It
is now stored and available for future editing from the Task Management tab of the
Detailed Tenancy Information screen.
The export file that is generated from the Reports/Landlord/Contact Details (brief)
report now includes all data fields included on the screen-preview.
The Reporting/Property/Gas Checks to Be Arranged (between dates) reporting routine
now offers an option to send the report results to a .csv/Excel file.
Where system preferences are set to receive tenant invoices directly into the Office
Account and tenant invoices exist that have been settled by automatic reduction of the
tenants security deposit at the time of accounts finalisation (effectively leaving the
money in the Client Account), a new report is displayed following the Revenue
Generated From Tenant Invoices report that displays the transactions that require
moving manually from the Client Account to the Office Account. Previously these
transactions had to be manually calculated.
Version 6.2.3.8 completed 16 June 2015
It is now possible to edit any notes that had been recorded when a tenancy had been
registered regarding the tenancy deposit. Procedure: Alter the notes in the Deposit
Note box on the Additional Details (b) tab of the Detailed Tenancy Record Screen.
Version 6.2.3.7 04 June 2015
Service release only no new features
Version 6.2.3.6 completed 18 May 2015
The Work Notes screen that appears when a service call transaction is double-clicked
in the Service Call Management screen has been re-designed and also now includes a
new data-field Contractor Job Sheet Notes. This new information field may be used to

record job-sheet notes that are separate from the previously available Work in Progress
Notes field. This means that it is now possible to maintain work in progress notes as
previously, yet give your contractor different instructions.

NOTE: To have your contractor job-sheet use the new information field instead of the
original information Work in Progress notes field, you will need to edit your contractor
job sheet as follows:
a) Select the Mainscreen/Edit/Reports/Supplier Items/Supplier Job-Sheet
option.
b) Locate the DbText item that holds the description data-field and click it to
select.
c) Using the drop down data-field selector at the top of the editor, alter this
from the Description field to the ContNotes data-field.
d) Select the File/Save option before closing the report editor.

If desired, please contact a member of the Key-Data support team and we


will be happy to make the alteration for you.
When the Work Notes screen is presented to the user, both the Work In Progress
Notes and Contractor Job Sheet Notes memo boxes are now automatically scrolled to
the end, ie to the most current notes. Also, when the Record New Progress Note link is
clicked a single line only is now inserted, and the user is ready to commence writing the
new notes.

Version 6.2.3.5 completed 15 May 2015


The Landlord Statements upload routine no longer requires the user to separately
refresh the on-line landlord list before uploading the statements. This is done
automatically when the Upload button is clicked.
A new quick link to the Service Call Management module has been added to the main
Lettings & Management menu on the Key-Data Gold desktop. This link offers fly-out
menu options to either view service calls or register a new service call.
The original Log Date of a service call has been added to the service call listing table.
Additionally an option to allow ordering of the service call list by the Logged Date has
been added to the Ordered On drop down box. This allows for easier tracing of long
running service call transactions with the earliest appearing at the top of the list.
The Due Date of a service call has been added to the service call listing table.
The top button-bank of the Service Call Management screen now offers a shortcut to
the relevant Property Folder.
Version 6.2.3.4 completed 11 May 2015
It is now possible to add a tenants Preferred Postal Address as recorded on the
Additional Details(a) tab of the Detailed Tenancy Record screen, to your deposit
Prescribed Information document. Procedure: Add the following data fields to the
document template DPS_INFO.doc through the 'Edit/Letters' routine: template.

POSTALADD1, POSTALADD2, POSTALTOWN, POSTALCOUN, POSTALCODE


It is now possible to set your default preference setting to always send a contractor
remittance advice by email after making a contractor payment. Procedure: Record a

tick in the email remittance advice option box in the Contractor Invoice Payments
area of the Accounting tab of the Admin Tools/Systems/Preferences screen.

The property Street Name is now included by default in Property Alerts.

Version 6.2.3.3 28 April 2015


The Service_Type field (ie: Managed/Let & Collect/Let Only) has been added to the
Reporting/Property/Property Where Gas Is Not Managed report.
A new property report has been added to the Reporting/Property tab. The Inspections
Not Set (managed properties) report will display all properties that are set as to be
Managed but are not ticked for inspections to be carried out.
It is now possible to generate batch emails to a user-selected group of tenants,
landlords or contractors (previously only those belonging to a predefined group could
be batched). Procedure: Select Admin Tools/Batch Communication/Batch Emails and

then select either the Tenants (selected), Landlords (selected), Or Contractors


(selected), option. Double-click names in the left table to add to the batch, or names in
the right table to remove from the batch. When the screen is closed the email screen is
displayed and the batch is ready to send.

Version 6.2.3.2 completed 19 April 2015


When a new tenancy is registered, and the rent calculation option is selected, it is now
possible to record the tenancy deposit Deposit Scheme where applicable, and also to
record some free text notes (such as who the lead tenant is regarding the deposit for
multi-tenant tenancies). Where this information has been recorded, this is available to
the user at any future date by clicking/hovering over the new label entitled: Deposit
Notes in the Security Deposit Details area on the Detailed Tenancy Record screen.
The User Tools/Manage/Boards/Tools/Board List/Print Board List report is now fullyuser editable. This gives a great deal of increased user flexibility to alter the layout of
the report and add/remove information as required. Procedure: Select the
Mainsceen/Edit/Reports/General/Board Management Report option to launch the
template editor. For assistance in editing your report, please do not hesitate to contact a
member of the Key-Data support team.
Where a board is right clicked in the display table, it is now possible to access the
contractor details using the menu that is displayed.
It is now possible to automatically email the Board Management Report to a third
party. Procedure: Select the User Tools/Manage/Boards/Tools/Board List/email Board
List option.
Due to the fact that Key-Data Gold is a date sensitive application, where a user stays
logged in over-night this can cause issues when dealing with date sensitive
transactions. Where a users session is left running over-night a notification is now
supplied to the user that their current session started on a different date to the current
system date and that Key-Data Gold must be restarted before further use. When this
message is confirmed the product closes down automatically.
Version 6.2.3.1 completed 04 April 2015
All routines that require searches to be completed using lower-case characters now
automatically remove the devices caps lock if it is currently on.
Version 6.2.3.0 completed 02 April 2015
LEGAL REGULATIONS: In preparation for new proposed regulations regarding the
installation and maintenance of smoke and CO2 alarms
(https://www.gov.uk/government/news/3-million-fund-means-thousands-more-tenantswill-have-working-smoke-alarms) , the Smoke Alarm & Carbon Monoxide Alarm

information fields have been relocated from the Interior & Position tab to the
Reminders tab of the Detailed Property Information screen. Additionally a Reminder
Date calendar has been added which, when a date has been recorded, will generate a
reminder to automatically appear in the Mainscreen/Reminders Control Panel. As with

other reminders, when the reminder notification is clicked, the Property Reminder
management screen will be displayed and allow management of the event. Where a
reminder date has been set, the default number of days before the reminder is given is
14 days. Where required, the time before this reminder is given may be altered from
Reminders tab of the Admin Tools/System/Preferences screen.
The property search & locate mechanism on the applicant match screen has been
further develop to dynamically filter the properties on the user search text to make it
faster to locate a property on any address field.

Version 6.2.2.9 completed 26 March 2015


The applicant to property match screen now allows a property in the match table to be
located to quickly using the Locate Property box. Entering text into this box will
perform a property search on the properties Street Name, making it very easy to send
an individual property alert to an applicant regarding a specific property where a
number of matches exist.
When a tenants next rent due date is altered by a user, this is now recorded in the KeyData Gold audit trail for future tracking.
The Status Filter on the Time Management/Service Call Centre screen now offers all
available status types.
Both the Repair Items On-Hold and the Property Charges On-Hold reports are now
user editable from the Mainscreen/Edit/Report/Property Reports menu.
AN ALL NEW INTERNAL MESSAGING feature has been added to your Key-Data
Gold system. This exciting addition allows negotiators to send and manage internal
messages to each other thereby making the use of third party communication
mechanisms (such as email) obsolete. Procedures:
i) Send New Message: a) Select the Click To View Internal Messages option
under the Cloud Support & Messaging option on your Key-Data Gold desktop. b)
Click the New Internal Message button at the foot of the message list table. c)
Select the negotiator and record a title and longer description if necessary. d)
Click the Send button. The selected negotiator will receive notification of your
new message within seconds on their Desktop.
ii) Receiving Messages: When a user receives a new message the Click To View
Internal Messages option on the Key-Data Gold desktop becomes: Internal
Message Alert [1]. When that link is clicked, messages awaiting a response are
displayed in the notification table.
iii) Reply To Message: Double-Click the message in the notification table, record
your reply and hit the Send button. NOTE: The reply defaults to the original
sender but this may be altered using the user selection box.
iv) Mark Message Complete: When the message has reached the end of its life
it may be marked as complete using the Mark Message Complete option on the
message reply screen. Once completed, the message and all notes maintained
during its life remain on the initial senders messaging screen for historical
viewing.

The Reporting/Property/Electrical Checks To Be Arranged (between dates) report has


been renamed to: Elect & Fire Checks To Be Arranged (between dates) as this option
now also includes a report on fire checks to be generated.

Version 6.2.2.8 completed 05 March 2015


In preparation for Real Time portal uploading (as is currently being steered by
Rightmove), there is now a new routine: User Tools/Upload To Web/Realtime
Publishing that sends a clients portfolio data to an online Database and associated
images and documents to their website. This feature is currently under development
and whilst your agency can record ftp details of your agency website and generate test
data, the feature is not yet live and will not affect your current portal uploading in any
way.
A new information field that allows for the recording of unlimited tenancy renewal
notes: Next Renewal Notes, has been added to the Reminders tab of the Detailed
Property Information screen.
When a maintenance event for a Property Gas Check, Property Inspection Due, or a
Letter of Tenancy Renewal is double-clicked and opened in the Maintenance
Scheduler then any relevant notes made in the property record are displayed to the
user.
A new landlord communication may be generated from Letters menu of their record
screen. The Marketing Communication option will generate your Landlord Marketing
Letter.doc template to the selected landlord. Importantly, where the selected landlord
does not have a property assigned to them, a link to generate the marketing
communication appears at the bottom right of the landlord record sheet allowing for
effective pro-active marketing. The default template Landlord Marketing Letter.doc' may
be edited as required through the 'Mainscreen/Edit/Letters' routine.
All Secondary Tenant searches are now NOT case sensitive
Version 6.2.2.7 18 February 2015
Service release only no new features
Version 6.2.2.6 completed 14 February 2015
It is now possible for RBS & Nat West clients to automatically add a contractors invoice
number to the BACS bank-payment file, which in turn will appear on the beneficiarys
bank statement. Where the contractor payment relates to several invoice payments (ie
where the batch payment routine has been used), the text various will be displayed to
the beneficiary. Procedure: To action this, go to Accounts tab of the

Mainscreen/Admin Tools/System/Preferences and record suitable text (probably your


company name) into the Beneficiary Text (contractors) edit box. Where text has been
recorded then the contractors invoice number will be appended to the end of the text
when the bank-payment routine is run. If nothing is recorded into this box (the
default), then the beneficiary will continue to see your agencies name only. Note: This

feature only functions where your agency is set to make contractor payments from the
Office Account.
Version 6.2.2.5 7th February 2015
Service release only no new features

Version 6.2.2.4 completed 05 February 2015


A new accounting report has been added to the Letters &
Reports/Reporting/Accounting/Profit & VAT screen. The Composite Revenue Report
(paid transactions) option reports on all income streams that have been cleared (ie
paid by the landlord or tenant therefore allowing the agency to move the cleared funds
from Client Account to Office Account), within a selected date range. Previously it was
necessary that the user pulled up the following reports individually and then manually
merged the results and performed further manipulation to arrive at the same results:
i)
Property Charges (no revenue between dates)
ii)
Profit & VAT Commission Earned
iii)
Profit & VAT Revenue generated from tenant invoices
iv)
Profit & VAT Revenue generated from property charges
v)
Profit & VAT Revenue generated from Landlord Invoices (brief excluding commission).
Version 6.2.2.3 completed 30 January 2015
When a tenancy is ended, and recurring property charge transactions are located for
the property, the user is now given the option of whether they wish to view/manage
these transactions. If confirmation is given that they do, then the Recurring Property
Charges management screen is displayed where the transactions may be
edited/deleted. Previously the user was notified of the existence of the transactions but
had to remember to manage them later.
Version 6.2.2.2 completed 26 January 2015
The Omit Applicants Already Alerted option defaults to being ticked when the Property
Alerts routine is first started.
The Property Alerts email signature is now pulled from the Key-Data Gold negotiators
signature as defined on their: Edit/User Details screen.
The Property tab of the Admin Tools/System/Preferences screen now allows for the
recording of the default footer text that is displayed at the foot of a Property Alert.
The Property tab of the Admin Tools/System/Preferences screen now allows for the
recording of your agencies tenancy fee web-page URL. This is displayed on the
Property Alert.
Following a successful applicant to property match, the Matches screen now offers a
Send Alert button that will generate a property alert to the applicant for property
currently selected in the list. Where the applicant has already been alerted about a
property in the table, the property is highlighted green in the match table.
Version 6.2.2.1 completed 19 January 2015
A Landlord Filter has been added to the Property Repairs On Hold management
screen.
A new property information field: Internet URL has been added to the Advertising tab
of the Detailed Property Information screen. This field is to allow the recording of the
best URL address that describes this property, ie your agent site page, Rightmove page,
Zoopla page etc. This field is used in the new Property Alert mechanism described
below where the recipient of the alert can click the alert hyperlink to view full property
details (eg: http://www.rightmove.co.uk/property-for-sale/property-49992023.html).
An exciting and powerful new advertising feature has been added to the Key-Data
Gold system. The Property Alert feature allows for a fully formatted graphic inclusive

HTML email to be easily dispatched to a number of matched applicants. The resulting


email displays to the recipient, the lead image of the property along with full initial
property information without them having to follow a link or open an attachment. This
is great for advertising a new property and allows you to instantly notify your applicant
base of the new property before it even reaches the web portals or your website.
Further, the email offers various links such as a link to the web-url that contains full
property information (this will typically be your own Agent Site/Rightmove/Zoopla/
URL). An example of this feature may be viewed here: www.keydata.info/downloads/demos/kdg/propertyalerts.mp4 Feature Procedures:

i)
ii)

iii)

iv)
v)

Select a property and click the Property Alerts button from the top right button
bank.
When the Property Alert screen opens, the default match criteria have
automatically been used to perform a property to applicant match, and the
matched applicants are displayed. The match criteria may be altered as required
and the match is automatically performed again.
When the Send Alert button is clicked, the online Key-Data marketing page will
open and your email will be displayed. Alterations may be made at this stage and
the formatted email may be pre-viewed by selecting the Preview Email option at
the foot of the email.
Clicking the Send Email option will send the email to all matched applicants.
When the emails have been sent, close the browser and confirm whether to
mark the batch property alert as completed
FEATURE NOTES
This new feature is included as part of the Key-Data marketing module which
also includes automated, unlimited portal uploading to a number of webportals. Additionally the basic layout of the email may be customised and
your own agency banner may be added to the email enhancing its affect
further. This exciting module is available for just 15.00 pcm.

Version 6.2.2.0 completed 03 January 2015


The Credit Bank transaction entry screen now allows for tenancy searches to be
performed on Additional Tenant names and Pre-Tenancy Links. The Pre-Tenancy
Link option searches and displays applicant to property links where an applicant has
been assigned.
It is now possible to tell Key-Data Gold the default number of days that should be used
as the transaction date when a new Credit Account transaction is recorded. Procedure:

If you always wish to back-date the entry date by one day, then altering the Credit
Bank Transactions: Auto Date Set on the General2 tab of the Admin
Tools/System/Preferences screen from the default of 0 to -1 will do this for you. If
you wish to back-date the default entry date by two days then setting it to -2 will
achieve this (etc, etc).

Tenant, Applicant and Contractor record screens now offer a new option box Include in
Batch Mailing. This update has set the option to Yes for all, and where required it may
be switched off for individual records which has the effect that that record will not be
included in either batch email or batch sms routines. This facility was previously
available on landlord records only.

Primary and secondary tenant guarantor record screens now offer a generate email
button to the right of the recorded email address.
The Reporting/Tenants/Vacating (between dates) report is now fully-user editable.
This gives a great deal of increased user flexibility to alter the layout of the report and
add/remove information as required. Procedure: Select the

Mainsceen/Edit/Reports/Tenant Items/Vacating Between Dates option to launch the


template editor. For assistance in editing your report, please do not hesitate to contact
a member of the Key-Data support team.
When either a tenancy is ended and the accounts finalised, or when the tenants
accounts are later finalised, where a Tenancy Deposit remittance advice note is
requested and printed, the printer dialogue box is displayed to the user. This gives
them the chance to alter the default printer options including the printer paper tray.
An additional property type: Serviced Apartment has been added to the main Type
drop-down box on the Detailed Property Information screen. This additional type is
fully supported in Internet upload routines; displaying correctly on Rightmove, Zoopla,
etc. Within the Key-Data Gold internal applicant to property matching routines, a search
on Bedsit, Studio Flat, Maisonette, or Flat will include the Serviced Apartment
type.
Before a landlord name can be edited it is now necessary to unlock the record for
editing. This is accomplished by selecting the Edit Current Landlord Name button to
the right of the landlord name. Please remember that editing the landlord name does
not alter the landlord and their assigned properties in any way, and is simply to enable
the editing of the recorded name where a spelling mistake may have been made.
Sent emails are now time stamped to show the exact time that the email was sent, in
addition to the date. The Admin Tools/Sent Items (email) screen displays this new
information at the bottom right of the listing table.
A new property reminder mechanism that better allows for the management of batch
property reminders has been developed. Currently two additional property reminder
events have been added to the Reminders tab of the Detailed Property Information
tab and more will be added where necessary over time. The two new reminder events
are: Chimney Sweeping and Legionella Checks. Procedures: Where a date is recorded

for these reminders using the appropriate calendar, then two weeks before this date
the Mainscreen/Reminders Control Panel will display the reminder(s). When the
reminder notification is clicked the Property Reminder management screen will be
displayed and from here a number of activities may be managed:
a) Date filters may be applied that will display and batch similar reminders in a given
period.
b) A report may be generated and where required emailed to a third party such as a
contractor. NOTE: A shortcut has been provided to the Contractor and Supplier
management screen that gives fast access to contractor contact information.
c) Progress/Event Management Notes may be recorded either for each reminder
individually or batch entered where the same text is appropriate for all reminders in
the batch. Batch reminder notes are by default, automatically time/date stamped so
that full information regarding the management of the reminder event can easily be
made during its life.
d) When the reminder event has been dealt with and the reminder needs resetting to a
future date, then this may be done both on an individual, and on a batch basis from
the Tools menu. Once a reminder has been re-scheduled the notes maintained

during the life of the reminder are written to the Property History List as with other
completed maintenance events for future reference/audit purposes.
e) Where required, the time before each reminder is given may be altered from the
default 14 day period from the Reminders tab of the Admin
Tools/System/Preferences screen.
NOTE: For further information on the requirements placed on your company
regarding Legionella and Legionnaires' disease please refer to:
http://www.hse.gov.uk/legionnaires/
When a property is selected on the main Property Management screen, if a user has
previously been assigned to the property, then the users name is now displayed to the
right of the User Filter filter at the foot of the screen.
When a property repair, property charge, landlord invoice or landlord payment is set to
not appear on the next landlord statement (ie the transaction is placed on hold' for
release at a later date), the recording of the 'Process Date' for the item is now
obligatory. Where it is necessary to permanently remove an incorrect transaction, then
the item should be reversed using the appropriate accounting routine. Where
necessary, please approach a member of the Key-Data support team for assistance in
achieving this.
A new routine has been added to the Mainscreen/Admin Tools menu. The new Alter
Property Landlord routine replaces the old manual procedures that had to be followed
when a property landlord required altering. Procedure: To alter a property landlord

select the Mainscreen/Admin Tools/Alter Property Landlord routine and then select the
property using the drop down box. Key-Data Gold will automatically perform a check on
the current landlords accounts and report on any transactions that require attention or
should be brought to the attention of the user. Where transactions exist for the current
landlord that require attention before the routine can complete, these are displayed in
red. These include: outstanding payments, property repairs, property charges, service
call transactions, recurring property and recurring landlord charges. If the outgoing
landlord has a reserve account or balance from last statement that is not 0.00 then
these are displayed in green. If only green transactions are located then the user can
confirm that they wish to proceed and the routine can be completed. Where a landlord
has been successfully altered this information is automatically written to the Admin
Tools/System/Audit Trail and the Property History List. Note clicking the current
landlord name gives access to their record sheet.

Version 6.2.1.9 completed 09 December 2014


LEGAL REGULATION COMPLIANCE: The Letters &
Reports/Reporting/Accounting/Landlord Rent Report reporting mechanism has been
further developed to allow the exportation of rent collection information to an Excel
spreadsheet in exactly the format required by HMRC (as explained here:
http://www.hmrc.gov.uk/statutory-notices/t19_return_5fa.htm.) Procedure: Select the

report dates, Tick the Generate HMRC Excel Document option before clicking the
Report option.

Version 6.2.1.8 completed 25th November 2014


Service release only no new features
Version 6.2.1.7 completed 20th November 2014

LEGAL REGULATION COMPLIANCE: The Advertising tab of the Detailed Property


Information screen now offers a free text box to record: Tenancy Fee information. In
line with recent regulations regarding property advertising and the disclosure of fees,
the recorded text is uploaded in the portal feed file for Internet publishing. Whilst it is
possible to record different fee information for individual properties, we are aware that
many of your properties will have similar fees. To help you add the same text to all
existing properties (and newly registered properties), we have also added a preference
setting to the: Property tab of the Admin Tools/System/Preferences. If you record
your default tenancy fee text into the default box and then click the Apply Recorded
Text To All Properties link, then all properties will have the text applied. Once set, each
property may be edited on an individual basis where required.