Document Management allows you to upload and manage many document types across your portfolio, all in a single location. Categorization provides quick and easy account level controls to streamline uploading and filtering documents. Document management also provides the following.
Enhanced Visibility: Admins can now view documents sourced from approved integrated platforms, ensuring seamless access for residents.
Enhanced Search and Filter: Easily find documents by community, file name, category, date, and/or type.
Advanced Permissions: Detailed roles and permissions for managing document access and actions.
Upload and Edit: Simplified process for uploading and managing multiple documents, with options for community and category tagging.
Archive and Delete Management: Options for archiving, unarchiving, and requesting document deletions with admin approvals.
Size Limit: Supporting a generous single object limit of up to 10GB. This provides ample flexibility for storing complex project files, and more.
View Documents
Navigate to Documents.
Click Documents.
There are four types of document storage. View each by clicking the corresponding tab.
Active - Default repository. Typically for the residents.
Internal - For internal reference only. Not shared with residents.
Archived - Files that have been removed but not fully deleted. Files may be permanently deleted from here.
Delete Request - Files that have been requested to be deleted.
Display Filters
Be sure to use the display filters to narrow down the list of documents displayed.
Select community - check the box(s) for the desired community or communities
File name - start typing the file name to search for a specific file
Category - click the dropdown to select one or multiple categories to display
Uploaded on - select a desired date range for the file upload
All types - select the desired file type
Clear - will remove any set filters
Supported file types:
Documents: .doc, .docx, .pdf, .txt, .rtf
Spreadsheets: .xls, .xlsx, .xlsm, .ods, .csv
Presentations: .ppt, .pptx, .odp, .key
Images: .jpg, .jpeg, .png, .gif, .bmp, .tiff, .tif
Audio: .mp3, .wav, .aiff, .flac
Video: .mp4, .avi, .mov, .wmv, .mkv
Archives: .zip, .rar, .7z
Upload a document
To upload a Document, click Upload.
This will open the upload file screen. There are two ways to upload documents.
Drag and Drop
You can simply drag and drop the desired files to this box.
Browse files
Click browse files to select the files from the Windows file explorer.
The files will be listed below the file selection box.
Click Next to add the file details.
Set the file details
Community Permissions - select the community or communities that should have access to these files.
User Permissions - select the users or groups of users that should have access to these files.
Assign category tags - set category tags to designate the file types.
Click Upload to save the files to the system.
The files will now be displayed on the Documents screen.
Manage Categories
You can create custom categories to label the information contained in the uploaded files.
Create Custom Categories by clicking Manage Categories.
The existing categories will be displayed. Below the categories you will find the number of documents in each subtype listed.
Click Add category to create a new custom category.
A blank category box will open. Add the name for the new category.
Click Save to save the new category.
The new category will be saved. You may notice the categories display order shift as they are displayed in alphabetical order.
To exit the Manage categories screen, simply click back on the main Documents page. This will close the right-hand popup out window.
Manage Multiple Documents at once
You have the ability to add/remove categories from multiple files at once as well as archive them.
Check the boxes for the desired files.
Click the three-dot ellipses icon.
From this menu you can choose to add/remove category tags or move the selected files to the archive.
Clicking Add categories will open a small Add categories box. Click the dropdown to select the desired categories. You may select as many as needed.
Click Confirm.
The file tags have been updated.
If you have chosen to Archive the files, the popup will simply confirm that the files will be moved to the archive. Click confirm to move them.
The files will be moved to the archive tab. The file number next to the archive tab will update.
