How To Share Properties in Portfolio Manager®

How To Share Properties in Portfolio Manager®


Hello, and welcome to ENERGY STAR’s Portfolio
Manager demonstration series. Portfolio
Manager is an EPA tool that tracks the energy use, water use, and greenhouse gas emissions
of any type of building. The sharing function in Portfolio Manager allows
you to give others the ability to review or edit your
property’s information. To start sharing properties with your contacts, go
to the “Sharing” tab. From this tab, you can share, edit, or remove
access to any of your properties. You can also
review the current permission levels assigned to each Portfolio Manager user who has access to
your properties. Let’s start by sharing a property. Click “Share (or
edit access to) a Property.” On this page, select whether you want to share or
edit access to one property, multiple properties,
or all of your properties. Let’s select “Multiple Properties” and choose the
Sample Supermarket and the Sample Office. Next, select the contacts that you would like to
share the properties with, or whose permission
level you want to edit. To select multiple contacts, hold down the Control
key while you click on each contact. If you don’t
see a contact listed, make sure you’re connected with their account via the Contacts link. For more
information on connecting, see the “How to Connect with Other Portfolio
Manager Users” video. Next, you can choose how you would like to
specify permission levels. If you only need to
choose one permission level because you’re sharing one property with one contact – or
because you want to give the same permissions for all contacts and properties selected, choose
the first radio button. If you want to assign different permission levels
for different properties and contacts – or if you need to assign Exchange Data permission,
choose the second radio button. Before we move on, let’s discuss what all of
these different access levels mean, and how they affect the recipients’ ability to view and edit the
property that is being shared. Portfolio Manager offers several levels of
permission to access a property: Read Only access allows the contact to view
shared property data, but not edit it. Full Access allows the contact to view and edit
shared property data. Custom Access allows you to designate read-
only or full access levels for distinct property data, such as property information, meter information,
or goals. Exchange Data permission allows you to share
your property with an organization that exchanges data with Portfolio Manager through web
services. Certain permission levels in Portfolio Manager
include the ability to “Share Forward,” or “re-
share” the property to additional contacts. Contacts granted Full Access always have the
ability to Share Forward. Contacts granted Read Only access never have
the ability to Share Forward. When you share a property with Custom Access
or Exchange Data access, you can choose whether or not to give your contact the ability to
Share Forward. Now let’s choose separate permissions for each
of the properties we selected. Selecting “Custom” access brings up a dialogue
box where you can designate access to different
categories of property information, and choose whether to grant the ability to Share Forward.
Select the radio buttons for the level of access
you want to give, and then click “Apply Selection.” Make your selections for all combinations of
properties and contacts. Once you’re finished specifying permissions,
click “Share Property(ies).” Sharing requests for the properties have now
been sent to your contacts. You’ll receive a
notification when the contact has accepted a new property share. Edits and removal of access are
automatic and do not need to be accepted. You can review the properties that you’ve shared
and those that have been shared with you in the
“Overview of Shared Properties” table. When viewing the table “By Contact,” you see the
number of properties that you share with each
contact, and can use the Action drop-down menu to view, edit, or remove their permissions. This
view can be filtered to show contacts you’ve shared properties with or those that have shared
properties with you. When viewing the overview table “By Property,”
you can see your permissions for each of the
properties shared with you. You can also see the number of other people who
also have access to each property, and their
permission levels, if you click on the number. Depending on your permissions for each
property, your options under the Action menu will
be different. You can filter this view to show properties by
owner, who the property was shared by, or
property groups. To see a complete summary of your shared
properties and the contacts with whom you share
access, click “Download Sharing Report.” This will produce a report in Excel format listing
information for all properties that you have access to, and all the accounts that also have
access to those properties. This concludes our demonstration. For more
information about Portfolio Manager, including
how-to guides, live and recorded webinars, and frequently asked questions, please visit the
websites listed here.

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