Promas has had no relationship with HeroPM since 2019. We strongly recommend our customers contact Inosio, one of our preferred partners, to learn about their modern portal and integration with Promas.
See also
How to document #717 - Integrate with HeroPM (PROMAS Central Manager Setup
How to document #367 - Owner Setup
How to document #365 - Owner Statements, Regenerate, Change Schedule
How to document #368 - Annual Statements
How to document #374 - How statements work
How to document #375 - send statement notification to owner with no account
How to document #379 - owner's login email changes
The Internet Publishing function is the combination of a statement generation, document manger and publishing controller that prepares, stores and uploads documents and transaction activity to a web-based application - HeroPM - providing a myriad of capabilities for property managers and their client owners, tenants and vendors.
This function lets you generate owner and tenant statements in PDF format, identify documents to upload, and generate owner and tenant transaction activity. Once the statements are generated they are placed in a folder whose contents are controlled by a document manager that coordinates the upload with the web-based application.
To access it, click on the Mailings dropdown, then on Internet Publishing or on the Internet Publishing speedbutton on the main taskbar.
Process
The publishing process involves connecting to the web application and uploading one or more of the following:
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Database synchronization file containing the profile information relative to owners, properties, units, tenants and vendors. It is the basis for loading and updating the web application profile information.
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A manifest which identifies each file and document uploaded.
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Owner activity that contains all of the transactions and balances for the specified time period for owners and properties.
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Tenant activity that contains all of the transactions for the specified time period for the tenants.
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• The statements are created and placed into the UPLOAD folder.
• Each statement is uploaded along with any other documents residing in the UPLOAD folder.
• Anything published to email is emailed.
• On the HeroPM side the statements are put into each owner folder and the appropriate notification emails are queued for evening delivery.
• Back in the Internet Publishing side, the Publishing Manager waits until the HeroPM side has completed its tasks and then starts another upload.
Basic
Buttons:
Publish to HeroPM
When you click the Publish button, the prompt for User Name and Password, to log on to the HeroPM web application, is presented. If you are already logged on, the uploading process will proceed. See Upload Process for more specific information.
Email Documents
Email documents identified as those to be emailed.
Backup and Publish to HeroPM
The backup function in Internet Publishing creates a zip file of the essential files and places it into the Upload folder, then prompts the user to logon to upload the file. In the initial upload it will be in the Successful tab. On the next upload it will be on the Confirmed tab and removed from the Upload folder.
To recover the file from the Internet, logon to the HeroPM control panel as Master Administrator (User Name is your PMID). Click on the RP Management tab and then Documents, Office. The backups that are available will be listed along with other office documents. Click View and your browser will display the download prompt.
After downloading, unzip the file and copy the files into an empty Data folder.
Server Control Panel
This will take you to the manager logon screen for HeroPM.
Upload Manager
See also Document Manager for more information.
A list of all profiles appears on the left section. Highlight the profile you want to add a document for. Any documents already selected will display on the right.
Search All Items
Characters keyed into this field filter out all profiles not containing the keyed sequence.
Add documents
Add button - The Add button lets you choose documents from the selected folder and copy them into the Upload folder designated to the selected profile. The standard Windows key combinations (Control, Shift) can be used to select more than one at a time.
Windows Explorer - As an alternative to the Add button you can use Windows Explorer to copy or drag and drop selected documents into the Upload folder.
When a document is added it has the appropriate information appended to the filename to ensure placement in the correct client's document folder when uploaded.
Highlighting a document on the right enables the Rename, Delete, Open and Export to File buttons.
Owner Statement Message
The note entered here will be appended to the appropriate statements. The checkboxes allow you to be prompted prior to publishing so you can verify / change the message note or to set the message to repeat.
Tenant Statement Message
The note entered here will be appended to the appropriate statements. The checkboxes allow you to be prompted prior to publishing so you can verify / change the message note or to set the message to repeat.
Logon
When you click the Publish button, the prompt for User Name and Password, to log on to the PROMAS Central web application, is presented.
Displays on all tabs:
Connection Status - indicates whether a logon is active or not.
Schedule Status - indicates the status of owner statements, tenant statements, document upload and activity uploads. Status is based upon the Publishing Setup, Owner Settings, Tenant Settings and Close of Business parameters.
Close of Business Section
Based on the selection the day published through is displayed.
• Open for Business - publishing is through yesterday.
• Close of Day - publishing through today. If tomorrow is your normal publishing date, you can initiate tomorrows actions today.
• Close of Week - publishing is through Sunday.
• Close of Week - Monday Holiday - publishing is through next Monday.
Upload Details
Checkboxes
Generate Owner / Tenant Statements - If muted, no action is pending. When not muted and the checkbox is marked, publishing of statements will occur.
Upload Activity to Server - This checkbox will be marked when the last published date is prior to the selected Close of Business and the Publish Recent Activity is marked in Owner or Tenant Settings.
Upload Documents to Server - This checkbox will be marked when the last published date is prior to the Close of Business.
Synchronize - This checkbox, when marked, will include the listing information (from categories) with the owner activity.
Advanced
Buttons:
Regenerate Owner / Tenant Statements
The regenerate function creates statements for all or a portion of the owners/tenants and puts them into the Upload folder. When a statement with the exact name is published it will replace the one that was previously published. This is useful when a corrected statement needs to be uploaded. They will be uploaded on the next publish process that includes the Upload Documents to Server function.
Reprint From date
This defaults to the start date of the last statement generated. The date is calculated by moving back one month from the starting date for the next statement per the Owner/Tenant Settings.
Limit to Category
This will generate statements for those owners/tenants assigned to the category selected.
Restrict to
This can be set to a Management Group, Owner, Profile list, Property or Property Manager for owner statements and to 8 different groupings for tenants.
Publishing Setup
Last Published
This is the last date that information was uploaded to the web application. It will be set to today's date after publishing is completed. If the date is in the past, all appropriate statement uploads will take place based upon the owner and tenant settings and the date will be updated.
Thus if you set the last published date to July 31 and then publish on December 1, a statement would be generated for August, September, October and November.
Publishing Method – The default publishing method is HeroPM.
Direct email only publishes to email.
HeroPM will publish and/or email based on the profile settings.
HeroPM Legacy will only publish regardless of profile settings.
HeroPM w/ email copy - publish based on profile settings and email all.
HeroPM w/ no email - only publish, no email
Default Monthly Owner Statement
Owners get the statement identified in their profile. If there is no statement chosen in the owner profile, this default is used.
Annual Owner Statement
You can select from the drop down list an annual statement profile that all owners will receive for end of year. If left blank, owners will get the statement identified in their profile. Annual statements are generated when the January monthly statement is due.
Default Tenant Monthly Statement
Tenants get the statement identified in their profile. If there is no statement chosen in the tenant profile, this default is used.
Annual Tenant Statement
You can select from the drop down list an annual statement profile that all tenants will receive for end of year. If left blank, tenants will get the statement identified in their profile.
Owner Settings
Generate Monthly Statements / Annual Statements / Publish Recent Activity
The checkboxes, when marked, indicate what statements and activity will be generated.
Delay Statement Generation and Activity Publishing for ___ Days
If a number is entered in the box, the statement and activity will not include transactions for those days. A 3 day delay would mean that activity published on the 10th would not include transactions for the 8th, 9th or 10th. Statements scheduled through the 15th would not be generated until the 18th.
Publish An Additional ___ Months of Recent Activity
When left blank (the default) published activity will go back to the Last Statement Closing Date. If additional months are selected, activity may include transactions prior to the last published statement. Activity, when uploaded, replaces the activity previously uploaded. For example, if the last statement closing date is 8/15 and today is 9/3, the activity will be from 8/15-9/2 if the field is left blank. If the field is 3, the activity will be from 5/15-9/2.
Monthly Statement Closing Day
If blank the statement closing date will default to the last day of the month. When a day is entered, statements generated, regardless of the day done, will be through that date. Thus choosing 12 would generate a statement starting the 13th of last month through the 12th of this month. All statements are based on the same schedule.
Last Statement Closing Date
This is updated each time statements are published. If you need to republish you can change this date.
Tenant Settings
Generate Monthly Statements / Annual Statements / Publish Recent Activity
The checkboxes, when marked, indicate what statements and activity will be generated.
Delay Statement Generation and Activity Publishing for ___ Days
If a number is entered in the box, the statement and activity will not include transactions for those days. A 3 day delay would mean that activity published on the 10th would not include transactions for the 8th, 9th or 10th. Statements scheduled through the 15th would not be generated until the 18th.
Publish An Additional ___ Months of Recent Activity
When left blank (the default) published activity will go back to the Last Statement Closing Date. If additional months are selected, activity may include transactions prior to the last published statement. For example, if the last statement closing date is 8/15 and today is 9/3, the activity will be from 8/16-9/2 if the field is left blank. If the field is 3, the activity will be from 5/16-9/2.
Monthly Statement Closing Day
If blank the statement closing date will default to the last day of the month. When a day is entered, statements generated, regardless of the day done, will be through that date. Thus choosing 12 would generate a statement starting the 13th of last month through the 12th of this month. All statements are based on the same schedule.
Last Statement Closing Date
This is updated each time statements are published. If you need to republish you can change this date.
Email Settings
Enter the parameters based on your email program.
The Upload Process
Once the statements are generated and placed in the Upload folder, the manifest file is created, followed by the Database Sync, Owner Activity, Tenant Activity.
PUBLISH
Phase 1
Upload Sync Files
Manifest
Database sync
Owner activity
Tenant activity
Upload documents – documents sent to HeroPM
Remove documents – remove previously uploaded documents
Email documents
Remove documents – if action is no longer required
Phase 2
Wait until server is no longer busy – waits 15 minutes, then 30 minutes
Upload documents – either upload or skip if already uploaded
Remove documents – if no more action is required
EMAIL
Start emails - send or skip if already sent
Remove documents – remove if sent, skip if not fully processed (need to be uploaded)
Publish Annual Statements
The annual statement is scheduled to publish at the same time as the January monthly statement.
To publish the annual statement before the January monthly statement, do the following:
• Go to <<Internet Publishing, Owner Settings>>.
• Unmark the Generate Monthly Statements checkbox.
• Mark the Generate Annual Statements checkbox.
• Make note of the Monthly Statement Closing Date.
• Save and Publish.
• When finished, go to <<Internet Publishing, Owner Settings>>.
• Mark the Generate Monthly Statements checkbox.
• Unmark the Generate Annual Statement checkbox.
• Set the Monthly Statement Closing Date to what it was prior to publishing.
• Save.
Regenerate an Annual Statement
• Go to <<Internet Publishing, Owner Settings>>.
• Unmark the Generate Monthly Statements checkbox.
• Mark the Generate Annual Statements checkbox.
• Save.
• Click Regenerate Owner Statements.
• Logon.
• Restrict to the Ledger.
• Click Compile – the statement will be added to the Upload folder.
• When it finishes, mark the Upload Documents checkbox and Publish.
• When finished uploading, go to <<Internet Publishing, Owner Settings>>.
• Mark the Generate Monthly Statements checkbox.
• Unmark the Generate Annual Statement checkbox.
• Save.
HeroPM site
When you log on to the HeroPM site with your personal logon, and go to RP Management, you have the capability to many things.
Send email to one owner or all owners.
Upload a document from your computer to one owner or all owners.
See the owner's account as he sees it.
An owner actually sees three different folders:
1 Their own folder
2 The unit's folders of the units they own
3 The ALL OWNERS folder.
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