Training: Moving Property Folders
Notes:
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An account manager will email the Bids Team, requesting a proposal to be written. The account manager will send a request email with a link to where they saved their Excel Estimate Form in the P Drive - these requests already have an RFP number created.
The first step when receiving a proposal request from an account manager will be to copy/paste the RFP folder into the appropriate Month/Property Folder. This means we will end up with TWO folders for the same job: one will be in the ‘Month’ Bids folders to make it easier for the Account Managers to track, and one will be saved in the appropriate Property Folder for Admin to save the proposals/documents in.
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In the proposal request email, the account manager will send a P Drive folder link. This folder needs to come from the present ‘Month’ folder in the ‘Working’ folder section of the ‘00-Bids’ folder. If it is not in a ‘Month’ folder, we need to move it into the correct place and send the Account Manager a friendly reminder to move their folder to the MONTH folder on future requests. The Account Manager is responsible for moving the RFP folder from their working folder into the MONTH folder prior to sending the request to admin.
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Open two P Drives, side by side. Highlight the entire link from the email request, and press ‘Ctrl’ and ‘C’ to copy it.
Click in the white blank area of top URL box, (NOT the search box) to highlight the section.
Next, paste the folder link into this box in one of the P Drives, and press ‘Enter.’ This will open the RFP Folder where the Account Manager has saved all of the information Admin needs to write the proposal. Inside the folder, we will see:
• An Excel Document (Estimate Form Template)
• The original RFP request email
• At least one (1) photo of the job site – Do not process a bid without photos!
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In the other P Drive, we will locate the Property Folder for this specific request. Click on ‘1 - Properties.’
Once you open the ‘1 - Properties’ folder, you will chose the initials of the County the Account Manager works in. Each county covers multiple departments. When in doubt, search for the address of the Property Name to see which County it falls into. Our example request is for Airoso HOA, which is for Dept. 50 in San Diego, so we will choose the ‘SD’ folder. Open ‘SD ’ to show all of the Property Folders in San Diego, and scroll down until you find the folder for ‘Airoso HOA.’ Open the folder.
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