Managing Your Properties


The TracFax system makes it easy for property managers to manage bids related to a large number of properties. This guide will show you how to:

  • Locate a Property in the System and view the Property Details
  • Edit the Details for a Property
  • Edit/Annotate the Map for a Property
  • Upload/Remove Documents for a Property
  • Delete a Property
  • Adding One or More Properties to a Group
  • Remove One or More Properties from a Group
  • Add a Property to a Project
  • Remove a Property from a Project

For details on how to create a new property record from scratch, please see our guide “Adding Your Properties” or the “Quick Start Guide” for property managers.

Locating a Property in the TracFax System and viewing the Property Details

To locate a specific property that has been entered into the TracFax system, click on the “Properties” button at the top of the screen. A list of all your properties will be displayed in summary form showing the name, property type and street address for each property.

Use the “sort” drop-down to sort the properties list by name or street address.

Use the “group” drop-down to switch between viewing a list of all properties and viewing a list of the properties in a specific group.

To view the details of a specific property, click on the “details” icon beside the property address in the list of properties.

To view any projects which specific property is currently associated to, click on the “projects” icon beside the property address in the list of properties.

Editing the Details for a Property

To edit the basic property details, open the Property record (see above for details on how to do this). Click on the “Edit Property” link in the “Additional Actions” box on the right hand side of the Property Screen. Edit the information in the “Edit Property” pop-up screen as required (property name, location type, description) and then click “save”.

Editing/Annotating the Map for a Property

To edit the map associated with the property, click on the “edit map” link in the “additional actions” box at the right of the screen. A larger version of the map will open in a pop-up window. Use the blue buttons at the top of the map select road view or aerial view. Click on the “labels” link to see street names overlaid on the aerial view.

You can make a number of changes to the map:

  • To add a label to a particular part of the map, click on the “place marker” button directly below the map (you may need to scroll the map window down to see this button) and then click on the part of the map you want to label. A red numbered marker will be added to the map at the point you specified. A corresponding icon will be displayed in the list of markers below the map. Type a description of your marker (for example: “east parking lot”) into the box alongside the numbered icon in the list. To add another marker, click on “place marker” again and follow the same process.
  • To remove a label from the map, click on the cross alongside it in the list of labels.
  • To highlight an area of the map, for example to draw in the boundary around your property, click on the “Draw Area” button directly beneath the map and then click once at the starting boundary point of the area you want to highlight. Now move your mouse to the next boundary point (for example, a corner of your property) and click once. A straight blue line will appear on the map between your two boundary points. Click once on the next corner and a second blue line will appear. Continue this process until you have drawn lines around the entire area you wish to highlight, and then click the “finish” button that appeared on the map when you began annotating. Your highlighted area will be edged in blue and marked with a red numbered marker. A corresponding numbered icon will be displayed in the list of areas beneath the map. An estimated square footage for the selected area will also be displayed. Type a description of your marker (for example: “west lawn”) into the box alongside the numbered icon in the list. To add another highlighted area, click on “draw area” again and follow the same process.
  • To remove a highlighted area from the map, click on the cross alongside it in the list of labels.

When you have finished annotating the map, click on the “save” button in the pop-up window to return to the property details page.

Uploading/Removing Documents for a Property

To upload relevant documents for the property, for example a floor plan, list of operating hours or description of previous projects, click on the “Add/Remove Files” link in the “additional actions” box at the right of the screen. In the “Upload Property Files” pop-up, click on the “upload files” button. Browse through your computer and select the file(s) you wish to upload.

To remove an existing document, click on the red cross beside the document name in the “Upload Property Files” pop-up.

Once you have finished uploading or removing documents, remember to click on the “Save” button in the “Upload Property Files” pop-up to return to the property details page.

Deleting a Property

To Delete a property from the TracFax system, locate and open the Property record (see above for details on how to do this).

Click on the “Delete Property” link in the “Additional Actions” box on the right hand side of the screen. You will be asked to confirm that you want to delete the property. The property will then be removed from your properties list and sent to the TracFax archive. You will not be able to access this property record again unless the property is associated to a specific project.

A deleted property can be retrieved from the archive ONLY if it is still associated with a project. To do this, go to the “properties” tab on the relevant project and click on the name of the deleted property (which will have remained associated to the project in an archived state). The following message which be displayed in the property screen: “This property is archived. Unarchive it to allow editing”. Clicking on the words “Unarchive it” will restore the property to your properties list, allow you to make edits to the property details and allow you to associate the property with further projects in the future.

Creating a Group of Properties

You may wish to arrange your properties into groups for operational reasons, for example you may wish to have easy access to a list of all properties in a specific town/county or you may wish to group the properties operated by a particular division of your company.

To create a group of properties, click on the “Properties” button at the top of the screen and select at least one property in your list of properties by checking the box(es) to the left of the property name(s). The “Add To Group” button will appear above the list of properties. Click on this button and select “Create new property group” from the drop-down list. A pop-up window will appear prompting you to enter a name for your new group of properties. Enter the name and click the “Save” button. Your new group will be created and the property/properties you selected will be added to that group.

Adding One or More Properties to a Group

To add one or more properties to an existing group, click on the “Properties” button at the top of the screen and select at least one property in your list of properties by checking the box(es) to the left of the property name(s). The “Add To Group” button will appear above the list of properties. Click on this button and select the name of the relevant group from the drop-down list.

Removing One or More Properties from a Group

To remove one or more properties from a group, click on the “Properties” button at the top of the screen and select the name of the relevant group from the “Group” drop-down on the right-hand side of the Properties screen. A list of all the properties currently in that group will be displayed.

Select at least one property from the list by checking the box(es) to the left of the property name(s). A “Remove From Group” button will appear above the list of properties. Click on this button and the property/properties you selected will be removed from the group.

Adding a Property to a Project

To add a property to a project, locate the relevant project in the TracFax system (for details on how to do this see “Managing Your Projects”) and open the project by clicking on the project name in the Projects screen. Click on the “Properties” tab on the left hand side of the project screen.

Use the search box on the right of the screen to search for a property you have previously added to the TracFax service. Properties matching the search criteria will be displayed beneath the search box. Click on a property to add it to this project.

Alternatively, leave the search box blank and click on “find” to return a list of all your properties. Select one or more properties from the list by checking the box(es) alongside the property name(s) and then click “save”.

Once you have added a property, you can make an optional project-related note alongside it, for example, “no lawn maintenance here during Easter week”. To add a property note, click on the “edit” button beneath the property name, type your note in the blank field and then click “Save”. 

Removing a Property from a Project

To remove a property from a project, locate the relevant project in the TracFax system (for details on how to do this see “Managing Your Projects”) and open the project by clicking on the project name in the Projects screen. Click on the “Properties” tab on the left hand side of the project screen.

Locate the property you wish to remove from the list of properties and click on the “Remove” icon alongside the property name.

Note that you must always have at least one property associated with a project and the system will reject any attempt to remove the final property from the properties list in a project. If there is only one property associated with a project, you must add an alternative property before you can remove the existing one.

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