Server Directory

The Egnyte Z: drive (Z:\Shared) is organized into top-level company folders. Each serves a distinct purpose within BBT Asset Management.

Company Folders

Properties are stored under one of three management companies, determined by the property owner.

Elliot Megdal & Associates

Owner codes: EM, E/B/T, B/B/T

Z:\Shared\Elliot Megdal & Associates\Properties\[Property]\

The Megdal Companies

Owner code: TM

Z:\Shared\The Megdal Companies\Properties\[Property]\

Megdal Investments

Owner code: BM

Z:\Shared\Megdal Investments\Properties\[Property]\

Property Folder Structure

Every property folder uses the same category-based layout. Roz routes files into the correct subfolder based on the document type’s category.

• DirectoryProperty_Name/

  • Directory1031 Exchange/

    • …
  • DirectoryAccounting/

    • …
  • DirectoryAcquisition/

    • …
  • DirectoryConstruction Management/

    • …
  • DirectoryDisposition/

    • …
  • DirectoryEntity & Operating Agreement/

    • …
  • DirectoryFinancials/

    • …
  • DirectoryInsurance/

    • …
  • DirectoryInvestor_Relations/

    • …
  • DirectoryLeasing/

    • …
  • DirectoryLegal/

    • …
  • DirectoryLitigation/

    • …
  • DirectoryPhotos/

    • …
  • DirectoryProperty Management & Operations/

    • …
  • DirectoryRecruiting/

    • …
  • DirectoryTitle/

    • …

Note

Files are saved directly inside their category folder. There are no subfolders within each category. The one exception is Notices, which get a Notices subfolder inside their category. See the Notices section below.

Invoice Save Paths

Invoices are saved separately from documents, routed by whether the property is managed in-house or by a third party.

Manager	Save Path
Unassigned	Z:\Shared\BBT Asset Management Inc\Accounting\In_House_Accounts_Payables\[Property]\
All other managers	Z:\Shared\BBT Asset Management Inc\Accounting\Third_Party_Manager_Accounts_Payables\[Property]\

Document Save Paths

Documents are saved under the property’s company folder, inside the category subfolder that matches the document type.

Z:\Shared\[Company]\Properties\[Property]\[Category]\

For example, a Commercial Lease for a property owned by Elliot Megdal:

Z:\Shared\Elliot Megdal & Associates\Properties\Westwood_Plaza\Leasing\

Notices

Notices save into a Notices subfolder inside their category folder. This is the only case where a subfolder exists within a category.

Z:\Shared\[Company]\Properties\[Property]\[Category]\Notices\

For notice types and the M&O board workflow, see the Notices guide.

Top-Level Server Structure

The full Z:\Shared drive is organized into the following top-level folders.

• DirectoryBBT Asset Management Inc/

  • DirectoryAccounting/

    • …
  • DirectoryAppfolio Data Migration/

    • …
  • DirectoryBudgets/

    • …
  • DirectoryBusiness Tax License/

    • …
  • DirectoryConfidential/

    • …
  • DirectoryDelinquency/

    • …
  • DirectoryDistributions/

    • …
  • DirectoryDRE/

    • …
  • DirectoryEntity_Documents/

    • …
  • DirectoryFinancial Models/

    • …
  • DirectoryInbox/

    • …
  • DirectoryInsurance/

    • …
  • DirectoryInternal Architecture/

    • …
  • DirectoryInvestor_Partner_Relations/

    • …
  • DirectoryIT/

    • …
  • DirectoryLease Documents & Forms/

    • …
  • DirectoryLoan_Database/

    • …
  • DirectoryManuals_Templates/

    • …
  • DirectoryMarketing/

    • …
  • DirectoryOffice_Operations/

    • …
  • DirectoryOperating_Agreement/

    • …
  • DirectoryParacorp/

    • …
  • DirectoryPayroll/

    • …
  • DirectoryProperties/

    • …
  • DirectoryProperty Tax/

    • …
  • DirectoryProperty_Management_Agreements/

    • …
  • DirectoryProperty_Management_Operations/

    • …
  • DirectoryReporting/

    • …
  • DirectorySREO/

    • …
  • DirectoryStanCorp Financials/

    • …
  • DirectoryStrategic_Planning/

    • …
  • DirectoryTax Appeal/

    • …
  • DirectoryTeam_Building_Culture/

    • …
  • DirectoryThird_Party_Management/

    • …
  • DirectoryVendor Contracts/

    • …
• DirectoryElliot Megdal & Associates/

  • DirectoryAcquisitions/

    • …
  • DirectoryConfidential/

    • …
  • DirectoryCorporate Accounting/

    • …
  • DirectoryEntity Documents/

    • …
  • DirectoryFinancials/

    • …
  • DirectoryInsurance/

    • …
  • DirectoryNewco_Appraisal/

    • …
  • DirectoryProperties/

    • …
  • DirectoryScans_Temp/

    • …
  • DirectoryUPLOAD/

    • …
• DirectoryMegdal Investments/

  • DirectoryAcquisitions/

    • …
  • DirectoryConfidential/

    • …
  • DirectoryCorporate Accounting/

    • …
  • DirectoryEntity Documents/

    • …
  • DirectoryFinancials/

    • …
  • DirectoryInsurance/

    • …
  • DirectoryMISC/

    • …
  • DirectoryMortgages/

    • …
  • DirectoryProperties/

    • …
  • DirectoryUtilities/

    • …
• DirectoryThe Megdal Companies/

  • DirectoryAcquisitions/

    • …
  • DirectoryConfidential/

    • …
  • DirectoryCorporate Accounting/

    • …
  • DirectoryEntity Documents/

    • …
  • DirectoryFinancials/

    • …
  • DirectoryInsurance/

    • …
  • DirectoryProperties/

    • …
  • DirectoryxMisfiled/

    • …
• DirectoryOld Server/

  • …
• DirectoryScans Folder/

  • DirectoryINVOICES/

    • …
  • DirectoryNOTICES/

    • …
  • Directory[Username]/

    • …

Inbox

The Inbox folder under BBT Asset Management Inc is a special folder used by Roz to receive incoming PDFs for OCR and routing. See the Inbox page for details.

Old Server and Scans Folder

Old Server

Archive of the previous server. Read-only reference for historical files.

Scans Folder

Scanner output. Files land here from networked scanners and are routed from there.

Scans subfolder	Purpose
INVOICES	Scanned invoices awaiting processing
NOTICES	Scanned notices awaiting processing
[Username]/	Personal scan folder for each user

Access Controls

Maintain proper access controls, especially for confidential and trust documents. When in doubt about file location, check with your manager.

Appfolio Documents

Some document types (executed leases, loan documents, listing agreements, preliminary notices/liens) are stored in Appfolio rather than on the server. Surveys and plans may still need server storage.

Quick Reference

Naming Convention Filename format for invoices and documents saved to the server.

Notices Notice vs Task Notice routing and the M&O board workflow.

Inbox The shared Inbox folder used by Roz.