ITGUIDELINES
Pioneer Property Management
Phone 310.300.4100 • Fax 310.300.4101
Pioneer Property Management
IT GUIDELINES
EMAILING GUIDELINES
In this emailing age for quick response and easy retraction, the number of emails received daily can be staggering. To distinguish between
time sensitive and non-time sensitive emails, here are a few suggestions that may help everyone in our office:
General Guidelines:
1. Many times an email is not the most efficient form of communication. If possible, go talk to the person so that there is no back
and forth via email.
2. Do Not “Reply All” unless it is absolutely necessary that each person be involved in that email. In most cases, replying to the
sender is sufficient.
3. Please don’t reply to emails with “ok”, “done” or “thank you.” You are trusted to complete your work.
4. No need to copy everyone on the ENTIRE conversation. Many times, that ends up being more than 5 emails. You can send
the conclusion to those who need to know.
5. Keep your emails short and to the point.
6. Emails in Deleted Folder older than 90 days and Sent Items older than 6 months get deleted. Save in a folder if you need to
keep as a record.
OUTLOOK SPAM INSTRUCTIONS
Office 365 Outlook works very similarly to the standard MS Suite Outlook by filtering those emails that Outlook deems to be junk
and automatically sends them to the “Junk” folder.
Since Outlook may not recognize all of the senders which you would like to receive emails from, you would need to go into the Junk
folder and manually go through each email that have been captured there. If you see something that is not supposed to be sent to the
Junk folder, please right-click with your mouse on that email and on the drop-down menu choose either “Not Junk” or “Never Block
Sender.” From that point on, any emails from that person will come to your Inbox.
Additionally, if you would like to have all emails from a particular company to always be sent to your Inbox, you can specify that by
choosing “Never Block Sender’s Domain.” Please keep in mind that choosing this option will send ALL emails from that particular
company to your Inbox, regardless of who sends them. For example, if you would like to receive emails from joe@cbre.com, but not
from mary@cbre.com, you shouldn’t use the “Never Block Sender’s Domain” option, but rather do a manual case-by-case email
filtering outlined above.
You can also do the same for those emails that you have received in your Inbox, but which are considered spam. Right-click on the
email and under the drop-down menu choose the “Block Sender” option.
For more explanations on how Junk email filter works, please go to this link:
http://office.microsoft.com/en-us/outlook-help/overview-of-the-junk-email-filter-HP010355048.aspx
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REMOTE VPN ACCESS INSTRUCTIONS
1. Go to https://vpn.omninet.com
2. Add this website to your Favorites on your web browser. This way you will always have the link
when you need to use VPN and won’t need to re‐type it every time.
3. User name is your computer user login and the password is your computer login password
assigned to you.
4. You may be prompted to install ActiveX or Java components, please allow the installation to
continue.
5. You might also be prompted to install JAVA software. Click on continue.
Pioneer Property Management
IT GUIDELINES
6. Once completed, you can click “Start” on the Junos Pulse icon
7. You should be able to see the icon on your lower right hand corner, that the Junos SSL VPN is
connected.
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Pioneer Property Management
IT GUIDELINES
Once done, you should be able to map your network drives.
TECH SUPPORT:
For IT support, please contact IT Manager, Danilo Mihailovic.
Direct Line: (310) 300-4154
Email: danilo@omninet.com
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File/Drive Organization on Company’s Network
1. File all property related documents on the Property Management drive - M drive. To save your documents, please refer to
the instructions below and the drive map which shows the M drive tree structure.
2. FINAL documents should be saved as a PDF file as well as in word, and filed in a folder titled “Final”. Word documents
need to read DO NOT DISTRIBUTE.
3. The Z drive is your personal network folder. Use this for your files and documents that are specific to you and do not
need to be shared with or be accessible to others. This is highly recommended (e.g. versus using “my documents on the
hard drive”) so that it gets backed up on the server. DO NOT save your files on your Desktop.
FILE NAMES
1. When sending out a final PDF, never include the version in the title of the document. Outside sources should never be
privy to this information. For example, if you received a file from someone with the name “Antigua Bay Investment Memo.
V.8”, you need to save the document omitting the “V. 8” portion of the name.
2. An attempt should be made to respect original file names when received from outside sources and especially when they may
be referenced in the future by their original file name. However, add the date (if possible) and the property name to the file
name. For example, if you received a file for Serra Mesa property from a broker with the name “CBRE Leasing Report, V. 8”,
the document will need to be saved under the specific property that the document pertains, including the date of the
document (or when it was received, if the date is not available). In this case, the file would be saved as “Serra Mesa CBRE
Leasing Report, V. 8_10_01_13.”
3. All date CDs, which are being saved to the network should have their own folder in the appropriate file. If there is an index
for the CD, it should be saved at the first level and named clearly.
FILE RELOCATION
1. ALWAYS CUT/COPY AND PASTE. NEVER DRAG a file. Do not drag either files or folders as they can end up in the
wrong place too easily. Many files are accidentally misfiled and it is very time-consuming to try and find these files. After you
have successfully pasted the file to its new location, go back and delete the file if you copied it.
2. Files that are being deleted (because they are “obsolete” or replaced by a newer version or for any other reason) should be
moved to the “RECYCLE BIN”. Files should be left here for review just in case they were removed by mistake.
DRIVE MAP INSTRUCTIONS
The following page consists of the M drive map.
To access the drive, follow these steps:
1.
2.
3.
4.
Click on Start on main computer screen
Click on Computer
A list of drives will located on the left side
Click on the M drive (Property Management). The M drive has “Properties” folder, when you can find “Commercial”
and “Residential” subfolders. Depending on your designated position, you need to choose the appropriate folder and
once there, you will see the subfolders for each state and property located in that state.
5. Reference the map on the following pages to find folders and files needed.
IMPORTANT: Make sure you save your documents in the appropriate folders. If a folder does not exist for the document
you are trying to save, contact Olena to ask for guidance. Never create a folder on your own.
Pioneer Property Management
IT GUIDELINES
PROPERTY MANAGEMENT (M:) DRIVE MAP
Office
Lease
Retail
Lease
Brochure
Legal
Architec
Contracto
Propert
Improvement Engineerin
(NonLandscapin
Designe
Capex
Expense
Property
Signag
Leasing
Marketin
Financials
Budget
Tenant
Logos
Omninet co
Website
Omninet Property
Propertie
Utility
Year
Aged
Receivabl
Reports
Historica
CAM
Reconciliatio
General
Ledger
Budget
Year
Monthl
Year
Reports
Rent
Year
Arizona
California
Florida
Indiana
Nevada
Third
Reports
Sold
Propertie
Buildin
Plans
Library
Picture
Forms
Template
Propert
Document
Formatio
Picture
Vendor
Improvemen
Project
Operation
Insuranc
Tenant
Screenin
Invoices
Project
Managemen
Vendor
Operation
Broker
Leasing
Reports
Leasing
Brochur
Broker
Agreemen
Market
Data
Comps
Market
Analysi
Claims
Insuranc
Inciden
Reports
“Tenant
Past
Leasing
Prospectiv
Tenants
Marketin
Print
Signag
Web
Year
Tax
Statement
Appeals
Appraisa
Inspectio
Report
Permits
License
Environmenta
Zoning
Alta
BOMA
Calculation
Busines
License
Statement
State
Informatio
Tax ID
Comparabl
Propert
Picture
Constructio
Picture
Propert
Website
Picture
Contracts
Warrantie
“Name
Vendor
Correspondenc
Past
Insuranc
Tenant
Lease
Estoppel
Floor
D&B
SNDA
Contracto
(TI)
Engineer
LOI
Insuranc
LOI’s
Lease
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