This worksheet will show you how to:
- Navigate to the TMIs list view and create a new TMI
- Populate the initial fields and create the record
- Add TMI contact/s
- Change the owner and save and close the record
Note this guide only covers the initial stages of creating a TMI. If you are working or managing a TMI then please see the related guide.
Background Scenario
You have received notification of (or an application for) business use in one of our properties. This is now to be added to YODA as a TMI. You need to create and populate a new record and if necessary re-assign it to the relevant team. Note that you might receive an application from a tenant for business use, or you might receive notification from a contact that a property is being used for business without our/their consent. With application only TMIs, create the TMI upon receipt of the application.
YODA Steps to Follow |
Procedural Points |
| Populating the core fields | |
| Select the HOME menu and then click on the TMI block. Remember to search the list by property to ensure that there isn’t already a TMI entered
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You can also find TMIs via the contact, property and tenancy screens as well as using the Global Search. |
| The TMI List View will appear. To create a new TMI select | |
| First select the ‘TMI type’ field. Type in the first few letters of ‘business’ and then press the Enter key. Your TMI type box will update accordingly | Or you can select the TMI type from the drop down list and select ‘Look up more records’. Then select the TMI type and click on Add |
| Enter the date of notification in the ‘Notified on’ field | |
| In the ‘Initial SLA’ field select the timescale for the initial call-back. For business use this is 10 days. | |
| The Stage of the TMI is ‘Active Requests’. This is automatically updated when the investigation start date is populated. | |
| Next select the ‘Tenancy’ field, here you can add the first few characters of the address and press the Enter key, then select the address from drop down menu. | |
| Add a description about the TMI in the description box. Don’t forget your who, when, where, why and whats. You can refer to the application form here, as well as add the desired outcome of the notifier. | As you can add details about the situation behind the TMI in the description box you will not have to create a separate activity. |
| Click to create the record, it will now be labelled with a unique TMI number and the TMI type. | |
| Adding Contacts | |
| Go to the TMI Contacts Section and select This will open up a new TMI contact form. If the person isn’t already on YODA you may have to add a new contact to YODA first. | Note: You will not be able to add a contact until you have saved the record. |
| First select the ‘Contact Type’ field and select the spyglass. There are a varied number of contact types depending on the type of TMI you have created.
Select the correct option e.g. Tenant / Notifier.
For more information on contact types please see guide. |
These are the choices for the business use TMI |
| Type in the contact’s name or address in the ‘Contact’ field and then press Enter. Select the relevant contact from the drop down list. | |
| Applying a Contract to a Contact | |
| In general contracting will be done further on in the investigation by the person who is working on the TMI. Contracts are by default set to YES. (e.g. if the contact type is ‘tenant’ then the system defaults to categorising them as an applicant and sets the desired outcome to ‘Obtain permission’)
However, If you know that the contact will not require a contract (e.g. unwilling to participate and reporting only) click on the ‘Contract’ field to change from Yes to No. You will need to give a reason as to why you are not applying a contract. e.g. Notifying only. |
In general we will not be setting up contracts for agencies, users, or contacts who are notifying only. |
| Save and close the contact form. | |
| Apply the above process for all of the relevant contacts | |
How to record receipt of application |
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| If you have received a business use application add the date of receipt. | |
| You can also add an EDM link to the form for reference | |
| Add an activity to confirm with the tenant receipt of application. Go to the activities section and click on the +. Then add an activity as usual. | |
| Assigning to another staff member/team | |
| To assign the TMI to another team/staff member select the magnifying glass by the owner’s name. The field should go blue. Over-type the name of the team/user and then press the Enter key. Select the correct owner from the drop down list.
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In general you should assign a TMI to a team rather than an individual. |
| This is the final stage of creating the TMI. You can now click
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