Property Documents

Property Documents page allows you to store leases, contracts or other documents related to the day-to-day functions of a property. Property Documents can be associated with a property or with a particular floor, space, or subSpace within the property.

There are several ways to open the Property Documents page.

To open the Property Documents page from the Property module:

  1. Click the Property link at the top of the page.

  2. Select the Find Property tab.

  3. Enter the property search criteria and then click FIND.

  4. Click the property name link from the search results to open the Property Details page.

  5. Click the Property Documents link.

To open the Property Documents page from the Knowledge module:

  1. Click the Knowledge link at the top of the page.

  2. Select the Documents tab.

  3. Click the Select Property button and select the property the document should be associated with.

To open the Property Documents page from the Administration menu (system administrators only):

  1. Open the Administration Menu page.

  2. Under the ADMIN heading, click Edit Property.

  3. Click the Select Property button and select the property.

  4. Click the Property Documents link.

The Property Documents page displays a list of all of the documents that have been associated with the property. The following information is displayed for each document.

  • Location – This column indicates the location within the property that the document is associated with. Location is highly configurable. Your system may display one or more of the following columns: Tower/Wing, Floor, Space, and Sub-Space.

  • Document # – This column lists the document number as a link. Clicking this link opens the document in a separate window if you have the appropriate application or plug-in to view it.

  • Description – This column provides a description of the document.

  • Type – This column lists the document type.

  • Expiration Date – This column lists the date when the document is no longer valid.

  • Revision # – This column indicates which revision of the document is currently available.

  • EDIT – Click this link to edit the document's storage information.

ClosedCreate a Document

Creating a document adds a document to the property. To create a property document:

  1. Click the Create a Document link.

  2. If you want to specify a specific Location within the property that the document is associated with, enter location values.

    Location is highly configurable. Your system may display one or more of the following fields.

    • Space/Floor – Select a value to associate the document with a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.

    • Floor – Select a value to associate the document with a particular floor within the property.

    • Space – Select a value to associate the document with a particular space within the property. You cannot select a space until after you select a floor.

    • Sub-Space – Select a value to associate the document with a particular subSpace within the property. You cannot select a subSpace until after you select a space.

    • Zone – Select a value to associate the document with a particular zone within the property.

  3. In the Document Type field, select the type of document you are creating.

  4. In the Document # field, enter a number for the document.

  5. In the Description field, enter a document name or a brief description of the document.

  6. In the Expiration Date field, enter the date when this document is no longer valid.

  7. In the Public Document field, select Yes to make the document public.

    Public documents can be viewed by both full users and guest users; non-public documents can only be viewed by full users.

  8. In the Revision # field, enter a revision number for the document.

    Revisions are often used to indicate amendments to the document.

  9. Click the Browse button next to the Select File field to locate a document to attach.

    A dialog box opens allows you to locate the document you want to attach. You can attach a document from your local hard disk or any networked drive you can access. Document should be no larger than 20MB; the larger the document, the longer it takes to access.

  10. Click OK.

    The document is added. You can click the Go to Property Documents link to return to the Property Documents page or the Edit this Document link to modify the document.

ClosedEdit a Document

Editing a document allows you to modify the storage parameters or the electronic file associated with a document. For example, if you need to upload a revised version of a document, you can browse to locate the updated file and change the revision number. You cannot modify the document ID or the property the document is associated with.

To edit a document:

  1. Click the EDIT link to the right of the document.

    The Document Information appears.

  2. Modify any of the following values:

    • Location – Modify the Floor, Space, Sub-Space or Zone to associate the document with a different location within the property. Location is highly configurable; your system may not include all of these fields.

    • Document Type – Select a different document type.

    • Document # – Enter a new value to modify the document number.

    • Description – Enter a new value to modify the document name or description.

    • Expiration Date – Change the date on which the document expires.

    • Public Document – Select a value to change whether the document is public (viewable by both guests and full users).

    • Revision # – Enter a new value to update the revision number.

    • New File – Click the Browse button to replace the current document with a document from your local hard disk or network drive.

  3. Click UPDATE.

ClosedDelete a Document

Property documents can be deleted when they are no longer relevant. To delete a property document:

  1. Locate the document you want to delete.

  2. Click the EDIT button to the right of the document.

    The Document Information appears.

  3. Click DELETE.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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