Merging and Sending Forms & Agreements

  • Updated

For our users across various regions, there are slight differences in terminology. Asia-Pacific and Europe use the term "Tenants," while in North America, the equivalent term is "Leases." For detailed clarification on regional terminology, please reference to our Glossary of Regional Terminology.

This article guides you through the process of merging data into forms and agreements based on tenant records and sending these documents seamlessly. Understanding how to prepare and distribute documents is a fundamental aspect of property management. You can find the preliminary steps for setting up templates in our article, Forms and Agreement Templates. 

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Generating Documents from Leases/Tenancies 

To generate and work with customized documents for your leases/tenants, follow the steps below: 

  1. Access the specific Lease/Tenant record from which you desire to create documents. 
  2. Choose Documents from the left-hand menu within the lease/tenancy record. 
  3. Select the option to Generate Forms and Agreements. Here, you can browse or create new documents applicable for that lease/tenant. 

Customizing Templates 

The document's Title automatically fills with the lease/tenancy name, but feel free to modify it for clarity or specificity. This is the title you'll see later in the Lease/Tenancy Documents list. If you manage several templates, select as many as you need from the provided list to merge into your new document. 

Previewing and Saving Your Document 

Before finalizing the document: 

  1. Utilize the Preview option to check the accuracy of merged data. The document will be generated as a PDF for your review. 
  2. When satisfied with the document, click Save. You will then have the choice to download the document to your device or to email it directly from the system. 

Sending Documents via Email 

Should you choose to email the document: 

  1. Email recipients are pre-selected according to your lease/tenancy contact preferences. Refer to our article on Managing Lease/Tenancy Contacts to ensure your contacts are set up accurately. You may adjust the recipient list as necessary. 
  2. Compose the subject line and body of the email. Select from your predefined 'general' correspondence templates or draft a new message. 
  3. Confirm that the document is attached as a PDF before sending the email. 


By adhering to these steps, you can efficiently merge lease/tenant details into your forms and agreements and securely distribute them to the relevant parties. 

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