Clause Lists

Article contents:

• Adding a New Clause List
• Adding a Clause
• Adding a Provision
• Reordering Clauses & Provisions
• Importing an Existing Clause List

Clause Lists allow an Organization to define the Clauses and provisions to be abstracted for a Client. Use of a common Clause List ensures there is consistency across all Projects and/or Buildings with regards to captured data.

The number of Clause Lists maintained at the Client administration level is at the discretion of each Organization. If an Organization owns or manages different property types (such as office, retail and industrial), a different Clause List for each property type may be desired (for example, the Clause List for retail properties may contain Clauses/provisions for radius restrictions, merchant’s associations, etc. which would not apply to office and industrial buildings). As individual Projects and Buildings are set up, the selected Clause List might depend on the Property type being added.

Note: rAbstract includes a comprehensive Clause List called “Standard,” which may be used as is or edited to meet a particular Organization's needs. However, the standard Clause List does not need to be used – new Clause List(s) may be added as needed.

Adding a New Clause List

Step 1

Select "Clause Lists" from the Navigation Tree and click "Add" on the Pane 1 Toolbar; a new row appears.

Step 2

Enter data in the following fields and click "Save" on the Pane 1 Toolbar.

• Clause List: Enter a brief but descriptive name for the Clause list being added (i.e., “Due Diligence Clause List,” “Retail Clause List,” etc.).
• Description: Enter a description of the Clause List that will assist the user in the selection of a Clause List when setting up a Project and/or Building.

Step 3

Clause Lists use both Clauses and Provisions (a subset of Clauses) in the abstraction of Lease documents. As an example, the Clauses might consist of:

• Estoppel
• Late Fees
• Holdover
• Sublease/Assignment
• Expense Recoveries

For the “Sublease/Assignment” Clause, the Provisions might consist of:

• LL Consent Requirements
• Sublease Profit Sharing
• Recapture Provisions
• LL Review Fee

Each of the remaining Clauses would also have their own subset of Provisions.

Adding a Clause

1. Highlight the new Clause List in Pane 1; Pane 2 (Type/Name) and pane 3 (Provisions) appear.
2. In pane 2 (Type/Name), click "Add." From the drop down box, select the Type of Clause to be added. In the Name field, enter a Clause name (the Name field defaults to the “Type” per the drop down box, which the user may edit) and click “Save” in the Pane 2 Toolbar.  Repeat for each additional Clause.

Adding a Provision

1. Highlight a Clause in Pane 2.
2. In Pane 3 (Provisions), click “Add.” In the “Provision” field, type in the name of the Provision and use the drop down box to specify a Report Tag for the Provision (if no Report Tag is desired, select “None”). Use of a Report Tag enables the Lease Provision Report, a report that summarizes the tagged provision for each tenant in a building (For example, if a Report Tag called “Recovery Cap” is attached to a provision called “Recovery Cap” for the Expense Recovery Clause, then the Lease Provision report may be run to see a description of expense recovery caps for all tenants in a building).
3. Click “Save” in the Pane 3 Toolbar and repeat for each additional desired Provision.
4. Repeat steps 1 and 2 for each Clause.

Info: The Report Tag drop down box is populated with selections maintained at the “ReportTag” LookUp table. Client administrators may add/edit Report Tags as necessary.

Reordering Clauses & Provisions

As Clauses and Provisions are added, they appear on the screen in the order in which they are added. This is also the order that the Clauses and Provisions will appear on the Lease Abstract report. If, subsequent to adding Clauses and/or Provisions, a different order for Clauses and/or Provisions is desired, use the Pane 2 “Reorder” button (for Clauses) and the Pane 3 "Reorder" button (for Provisions).

To reorder Clauses and/or Provisions:

1. Click “Reorder” in the appropriate pane; the following symbol will appear to the left of each Clause or Provision:
2. Click on the symbol for the Clause or Provision to be reordered and drag and drop into the appropriate location.
3. Reorder the remaining Clauses or Provisions as necessary.

Importing an Existing Clause List

There may be instances when a desired Clause List has been created within a different Client or Project. Rather than re-entering a new Clause List, the Clause List may be imported.

Info: To import a Clause List from a different Client and/or Building, the user must have rights to such Client and/or Building. If the user does not have such rights, they will be unable to access and import the Clause List.

1. Click “Import Clause List” in the Pane 1 Toolbar; the following “Import Clause List” window will appear:
2. Enter data into the following fields:
   1. Clause List Source: Select whether the source of the Clause List is the rAbstract Standard Clause List, “Client” or “Building.”
   2. Source Client: If the Source per step 2(A) above is “Client” or “Building,” select the name of the source client containing the Clause List to be imported.
   3. Source Project: If the Source per step 2(A) above is “Building,” select the name of the source project containing the building with the Clause List to be imported (the Source Project combo box is populated with projects belonging to the Source Client per step 2(B) above).
   4. Source Clause List: Select the Clause List to be imported.
   5. Clause List Name: Type in a name for the imported Clause List.
3. Click “Import.” The imported Clause List will now appear within Pane 1 and may be edited as needed.