Lease Clauses

1. Introduction

Purpose

The Lease Clauses report provides a centralized view of lease clause timelines, including notification and expiration dates, grouped by property.

It is used to track upcoming lease clause activity and support operational follow-up with tenants and property teams.

Aggregation Level

The report is displayed at a detailed clause level within each property group.

In practice:

• Rows are grouped by Property

• Inside each property group, each row represents one lease clause record

• The report includes core clause attributes such as clause type, relevant dates, unit and tenant information, property manager contact, and clause description

2. How to Use the Report

Step 1 - Select Filters

Open the report and set the parameters in the following order:

1. Entity ID (multi-select)

2. Property Name (multi-select)

3. From Date

4. To Date

5. Lease Status (multi-select)

Step 2 - Run the Report

After selecting the parameters, run the report.

Step 3 - Validate Header Information

At the top of the report, verify the following:

• Lease Clauses Report title

• Selected From Date and To Date

• Execution date timestamp indicating when the report was generated

Step 4 - Review the Table Output

The report table contains the following structure.

Group Header

Property

Detail Columns

• Clause Type

• Notification Date

• Expiration Date

• Unit Name

• Tenant Name

• Property Manager Email

• Description

Expected Display

• Results are grouped by Property Name

• Each row represents one lease clause record

• Larger date ranges or broader filters will return more rows

3. Technical Explanation

Date Window Behavior

The report focuses on lease clauses within the selected From Date to To Date window.

By default, the report is prefilled with a broad time window:

• From Date: approximately one year before the current date

• To Date: approximately two years after the current date

This default configuration allows users to quickly capture recent, current, and upcoming clause expirations without manually adjusting date filters each time.

Table Structure

The layout is designed to support operational follow-up.

• Property provides grouping context

• Clause Type, Notification Date, and Expiration Date provide the clause timeline and classification

• Unit Name, Tenant Name, and Property Manager Email identify the tenant and responsible contact

• Description provides additional clause-specific details

Granularity Explanation

The report maintains a detailed clause-level granularity.

Each row represents an individual clause record rather than aggregated totals. This allows users to work directly with individual clauses.

This level of detail supports operational workflows such as:

• Lease renewal tracking

• Notification planning

• Exception and compliance review

4. Troubleshooting

No Data Returned

Possible causes:

• No matching records for the selected Property Name or Entity ID

• The selected date range is too narrow

• The Lease Status filter excludes relevant records

Possible fixes:

• Select additional properties or entities

• Expand the From Date and To Date range

• Include additional Lease Status values

Missing Expected Properties

Possible causes:

• The property is not active in the current reporting context

• The property is not available for the selected Entity ID

Possible fixes:

• Verify the Entity ID selection first

• Re-check Property Name options after updating entity filters

Missing Expected Clauses Near Boundary Dates

Possible cause:

• Clause dates that fall exactly on the From Date or To Date boundary may not appear depending on the report’s date matching behavior

Possible fix:

• Expand the date range by one day on both sides and rerun the report

Lease Status Filter Seems Inconsistent

Possible cause:

• The Lease Status filter may remove rows after other filters are applied

Possible fix:

• Temporarily broaden the Lease Status filter and then narrow it again

5. Customization

Common enhancement requests for this report include:

Field Customization

• Add or remove displayed columns

• Rename column headers to match internal terminology

• Reorder columns to support operational workflows

Filter and Date Behavior

• Change default From Date and To Date behavior

• Add new user filters

• Adjust how boundary dates are handled in the report logic

Presentation Enhancements

• Add conditional highlights for clauses approaching expiration

• Add summary sections such as counts by property or clause type

• Add export-oriented formatting adjustments

These modifications may require changes to the underlying dataset queries or report configuration. They can be created by users (see how to create a new report) or requested as a report customization through the customer portal.