OverviewThe Unit Documents module allows you to store documents with specific unit profiles. It's a great place to put leasing documents, waiver forms, floor plans, and other documents that should be associated with a specific unit. You get to decide if the document should be internal, or viewable by the occupants of the unit, and you can even set up notifications for your residents. You also get to decide where to tie the document: to the physical unit (ex. a floor plan), the occupant profile (ex. a leasing document), or a specific occupant (ex. a signed waiver form.) |
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Viewing Documents and Adding Documents to a Unit
Use the Quick Search to find a Unit. On the Unit Overview page click on the Documents tab (see screenshot below). By default the Documents tab will only be visible to employees with Management or Security Officer authority. Document Type Settings may be adjusted to allow non-management staff to view and edit documents.
The Documents tab will show all of the Documents/Files associated with the Unit. New documents can be added and any existing documents may be Viewed or Edited using the options on the right side of the page.
To add a new document by click the +Add New Document button.
Title the document
The Document Type will determine who can view and edit the document. For example, your building may be set up to allow residents to view floor plans for their unit but not correspondence saved to their unit. (To view the current viewing permissions for your document types, click on Settings, and select Document Types.)
The Associate Document with option determines where the document is stored organizationally. (it does not relate to who can view the document.):
If you associate a document to the physical unit, it will be tied to the unit itself. No matter who moves in or out, the document will stay active.
If you associate a document to the occupancy, it will stay active until the entire occupancy of the unit changes. One occupant moving in or out will not affect the document unless that one occupant represents the entire occupancy.
If you associate a document to a specific occupant, the document will be tied to only one person in the unit. If that individual leaves, the document will be deactivated, even if the other occupants remain in the unit. This is useful for signed waivers or gym memberships.
After deciding how you wish to associate the document, you can choose a Document Date, Attach a file, link to an outside website and enter any extra Document Text you wish to add. We support documents up to 10MB in size, if your document is too large to be uploaded, please view our tips for compressing/shrinking documents and images. File types supported; jpg, bmp, jpeg, png, gif, pdf, doc, docx, xls, xlsx.
Make sure to click the green Save button to save your changes.
Once the Document has been saved it will appear in list of unit documents. Click View, to view and download the document.
Document Type Settings
All settings regarding Unit Documents are controlled by the Document Types option in the Settings tab. Only Management and Security Officer users have access to Document Type settings. To add or change a document type, click on the Settings tab and select Document Types.
To add a new document type, click the green Add New Document Type button in the top right corner.
You'll be taken to a screen where you can name the document type (category), set permissions for documents of that type, and set up notifications if you wish to do so. If you do choose to notify residents by email when a document is added, decide if the first level occupant (Owner, Shareholder or Renter), second level occupant (Renter or Subtenant), or both should be notified.
Make sure to Save all changes.
To change or review the settings for a document type, click the Settings tab and select Document Types. You'll be taken to a screen that displays all Document Types. Click the Edit link next to the Document Type you wish to view/change.
Viewing All Documents
To view all documents of a particular type navigate to the Document Types page in the Setting menu. Click on View Documents to view all documents of a specific type.
The list of documents will show all documents of the specific type along with the associated unit. Any document may be viewed or edited from this page along with the option to Include inactive Unit/Apt documents. (Inactive documents are documents that are associated with previous occupants).
