The Property Documents feature allows users to upload and organise important documents (PDFs, Word Docs, and DocsX files) directly within a property profile. This feature not only provides a secure and efficient way to store property-related documents but also offers tools to create folders, manage access, and generate unique document links. By organising documents into folders and controlling team member permissions, users can streamline document management and ensure that the right people have access to the right documents when needed.
Pro enhancements will be released in the New Year.
Getting Started
1. Navigate to the Properties tab at the top of your online dashboard, and go to the specific property within your list:
2. Once you click on the property, click on the Documents tab:
3. You can either click on the Choose Files button to upload your attachments to this property, or drag your files to the box to upload:
❗Important to note:
Only PDF, Word Documents, and DocX files are supported.
There is currently no preview option for uploaded documents; you should download the document to view its contents.
Each document must be downloaded individually; there is currently no option to download all documents in a folder or as a single ZIP file.
Creating Specific Folders
You can create custom folders within the Documents tab to organise your property files in a way that suits your workflow. This feature helps you keep related documents together, making it simpler to find and manage them. Whether it’s lease agreements, certificates, or other property documents, folder organisation keeps everything neatly sorted and easily accessible.
1. Click on the Create New Folder button:
2. Write out the folder name and click on Create Folder:
3. Once you create your folder(s), you will see them listed under the Folders heading:
4. Open the folder to add attachments, and click on the Choose Files button to upload your attachments to this property, or drag your files to the box to upload:
💡 You can create as many folders as you require.
5. If you need to delete a folder, click the bin icon in the top-right corner of the folder:
6. Deleting a folder will remove all of its contents, including any subfolders, documents, and attachments.
Tick each option and click the Delete button.
Managing Access Permissions
Control which team members can view or edit specific folders, as well as individual documents within those folders. By setting access permissions for both folders and documents, you ensure that only the appropriate people have access to sensitive information. This provides enhanced security and greater control over who can interact with your property files.
1. Navigate to the folder or document and click on the pencil icon on the right corner:
2. You can choose which profile types you would like to view/access this folder or document:
3. Once you have selected the profile types, click on Save:
Tracking Access Logs
The Access Log feature tracks all activity related to folders and documents, providing a detailed record of who accessed them and when. This helps maintain a secure and transparent environment by allowing you to monitor document interactions. The benefit of this feature is that it enhances accountability and helps ensure that only authorised individuals are viewing or editing sensitive property files.
1. To view which user(s) accessed the folder or document, click on the Access Logs button:
2. The system maintains a log of all access to the folder or document. Click on the timestamp to view the full date and time details of the access:
3. The Info tab of the property will also provide you with an accurate and information log of activity:
Generating Unique Document Links
You can create unique links for each document, allowing specific contacts to access and view the documents directly. This feature is particularly useful for sharing documents with external parties, ensuring they can easily access the information they need without unnecessary back-and-forth. It’s a quick and secure way to share files with a wider audience, while maintaining control over access.
1. Go to the attachment and click the share icon in the top-right corner.
2. Click the box under the Contact column to enter the contact:
3.If you have contacts already added to the property, they will be available as selectable options:
4. If you wish to grant access to someone not listed as a contact, enter their email address in the field and click Submit:
5. After adding the contact, click the +New Link button to create a unique link to the document.
You can then send the link to the contact directly to access the document.
6. Once the contact accesses the link, the system will record the date and timestamp of both the first and last access.
💡 If you no longer want the contact to have access to the document, you can remove their access by clicking the red bin icon and then clicking Done.