Adding Documents

This guide is designed to help you add documents to your company, tenancy, and property records efficiently. Whether you need to upload contracts, reports, or any other relevant file, these instructions will assist you in navigating the process and ensuring all necessary documents are properly stored and accessible within your system.

Adding Company Documents

Company documents are those pertinent to the whole organization, such as policies, corporate reports, or general company-related correspondence. Here's how to add them:

1. Go to the Documents tab, then select New Document. Choose the company name the document is associated with.
2. Provide a title for your document. Optionally, add a description and tags for better organization. If it's related to a specific property or tenancy, you may link it here.
3. To attach the document, either drag and drop the file onto the screen or click the grey box with an upward-pointing arrow to browse your computer’s files.
4. After attaching the file, the option to Save and Upload will become available. Click it to complete the upload.

Adding Tenancy Documents

Tenancy documents are specific to individual tenancies, such as lease agreements, tenant correspondence, and maintenance records. There are two ways to add them:

Add them through the Documents tab:

Follow the same steps as adding a company document, but ensure you select the relevant tenancy in the process to link the document correctly.

Alternatively, add documents directly through a tenancy record:

1. Access the related Tenancy then navigate to the Documents option.
2. You'll find choices to Generate Forms and Agreements, New Document, and New Folder. Select New Document to upload files.
3. Follow the prompts to attach and save your document.
4. You can also download previously uploaded documents from this tab.

Adding Property Documents

Property documents relate specifically to properties in your portfolio, like building plans, warranty documents, or compliance certificates. These too can be added in multiple ways:

Add them through the Documents tab:

Follow the same steps as adding a company document, but ensure you select the relevant property in the process to link the document correctly.

Alternatively, add documents directly through the property record:

1. Access the related Property then navigate to the Documents tab.
2. Proceed with creating a new folder or uploading new documents.
3. You have the option to download documents right from this location as well.

Remember, each document can be a maximum size of 150MB.

To ensure a seamless document management experience, it's important to follow these procedures. Taking the time to correctly categorize and upload documents to the relevant section of your record-keeping system will help maintain organization and ease of access.