Create Document

The Create Document page allows you to add a new document, such as a such as lease, contract, or certificate of insurance (COI) to a company. When creating a company document, you can store all of the pertinent information about the document, and optionally attach an electronic copy of the document (or portions thereof).

  1. Open the Create Document page by either:

    • Clicking the Add Document link in the Company Documents pane of the Company Details page.
    • Clicking the Add Document link on the Documents page.

    If you click the link on the Company Details page, the Create Document page opens in a separate window. If you click on the Documents page, it replaces the Documents page with the Create Document page.

  1. Enter information in any of the following panes to define the document.

    ClosedCompany Document Details

    The Company Document Details pane allows you to provide general information about the document.

    1. Select the Company the document is associated with.

      If you opened this page from the Company Details page, the company will already be selected. Otherwise, click the Select link to select a company.

    2. In the Document # field, enter a document identifier.

      By default, an asterisk ( * ) appears in this field. If you do not edit this value, the system will generate a unique ID number for the document.

    3. In the Master Agreement field, select Yes to indicate that the document is a master agreement.

      This field provides metadata and is used for informational purposes only. You may want to classify all of your documents that will be used as parent documents as master agreements.

    4. In the Document Type field, select the type of document (for example, contract, or certificate of insurance).

      The document type classifies the document and controls the type of email document formats that can be used to send out expiration notifications. In addition, the system allows you to search for and run reports based on the value of this flag.

    5. If the document is a contract, select a Contract Type from the drop-down menu (for example, service agreement or fixed bid).

    6. In the Description field, enter a description of the document.

    1. In the Document Status field, select a status value (for example, approved, or pending).

      This status value indicates the current state of the document, not whether the document is currently active or inactive. Documents are marked as active or inactive in the Other Options pane.

    2. In the Status Comments field, enter any required comments about the document's status.

      For example, if the document is in an On Hold status, you might want to indicate why it is on hold.

    3. Select the Contract Manager associated with the document.

      The contract manager is the system user who is managing or overseeing the details of the document.

    ClosedProperties

    The Properties pane allows you to associate the document with one or more properties.

    1. Click the Select Properties link.

      A dialog box opens allowing you to select the properties the document should be associated with. You can select multiple properties.

    2. Enter search criteria to locate the desired properties.

      You can enter any of the following criteria:

      • Property Name, Address, or Description – enter text to search by property name, address, or description
      • Region – select a value to locate properties in a particular region

    3. Click FIND.

      A list of properties that match the criteria appears. The system will only display up to 400 properties. Narrow your search criteria if needed.

    4. Select the check box preceding every property you want to associate with this document.

    5. Click SELECT.

      The selected properties are added to the list. You can click the DEL link to delete a property association.

    ClosedTerms

    The Terms pane allows you to provide information about the document's financial and date details.

    1. In the Start Date field, enter the date on which the document became valid.

    2. In the Expiration Date field, enter the date on which the document will expire.

      The value specified in this field will be used to flag documents as expiring/expired and is used by the Auto Email function to calculate when to send expiration notification emails.

    3. In the Cost Amount field, enter a numeric value indicating the total cost associated with the document.

      The value entered is converted into a dollar amount, for example, "5000" will be converted to $5,000.00. If you do not want to associate a cost with a document, enter 0.

    4. In the Terms field, enter any information about the terms and conditions of the document.

    5. In the Approval Date field, enter the date on which the document was approved.

    6. In the Approved By field, enter the name of the person who approved the document.

    ClosedContact Information

    The Contact Information pane allows you to provide information about the person who is the main point of contact for questions about the document. It is also the person who will be notified about impending document expiration.

    1. In the Contact Person field, enter the name of the person to contact for information or if there are issues with the document.

    2. In the Email field, enter the contact person's email address.

      This is the email address that manual and automatic email notifications about the document will be sent.

    3. In the Send Manual Email field, select yes to indicate that manual email notifications can be sent to this person.

      Manual email notifications are sent using the Email link on the Documents page. If this flag is set to No, emails will not be sent to the contact person, even if this document is included the Documents search result set.

    4. In the Phone field, enter the contact person's phone number.

    5. In the Alt Phone field, enter any alternate phone number for the contact person.

    6. In the Mailing Address field, enter the mailing address of the contact person.

      If a value is specified here, it overrides the company address if the COMPANY ADDRESS print/email token if it is used in the document print format selected using the Print link on the Documents page.

    7. In the Send Date field, enter the date on which manual email notifications should be sent.

      This value serves as a reminder of the date on which a manual email notification should be sent. It does not cause an automated email to be generated.

    8. In the Send Comments field, enter any required comments or information about manual email notifications.

    ClosedAuto Email Setup

    The Auto Email Setup pane allows you to establish settings that cause automatic email notifications to be sent out informing people that the document is about to expire or has expired (according to the Expiration Date entered in the Terms pane of this page). These emails are sent out automatically on a schedule you define, without requiring manual intervention. You can establish up to three notifications. For each notification, you select the time interval on which the notification is sent, the format of the email notification, and the email addresses of the people to inform.

    Note:

    To view an informational video that shows you, step-by-step, how to set up automated document expiration notifications for company documents, Click Here and enter the password Facility742.

    For each notification, specify the following values.

    1. In the Interval field, select the time interval on which the notification should be sent.

      The time interval indicates the number of days before or after the expiration date the notification email should be sent. For example, the "Expiration -30" interval may send a notification 30 days before the document's expiration date. These intervals are set up by your system administrator.

    2. Select the Notify Contact check box if you want an email notification to be sent to the contact person.

      You must have a valid email address established for the contact person in the Contact Information pane of this page for this feature to work properly.

    3. In the Email Format field, select the format for the email that will be sent for this notification interval.

      For more information about creating email formats, see Document Print Formats.

    4. In the Email Addresses field, enter the email addresses of people other than the contact person that should receive the notification.

      You can enter multiple email addresses, separated by commas. Do not put spaces between the email addresses.

    Note:

    You must manually remove the email notifications if you retire a company or a company document (by selecting the Remove check box and clicking UPDATE). Changing the status of a company or a document to Inactive does not stop the auto email notifications from being sent. This should be part of typical company termination procedures.

    ClosedOther Options

    The Other Options pane allows you to define several additional values for the document and allows you to attach an electronic copy of the document. If you attach an electronic file, users must have the file's native application installed to view the file's contents.

    To avoid attaching large electronic files to your documents, it may suffice to attach only the first few pages of a document for reference.

    1. Select a Project to associate the document with a project by clicking the Select link.

    2. To associate this document with a Parent document, click the Select link to select a parent document.

      For example, if you might want to associate a Work Authorization document with a parent Master Service Agreement.

    3. In the Statement of Work field, enter any information about the work.

    4. In the Active field, select Yes to mark the document as active.

      Inactive documents are not displayed in the Company Documents pane of the Company Details page. In addition, on the Documents page, you can search for active or inactive documents, but not both.

    5. The File field allows you to attach an electronic file to the document.

      1. Click Browse.
      2. Locate the document you want to attach.
      3. Click Open.

      The document is attached once you click UPDATE to save the document. Once attached, the file name appears as a link that can be clicked to open the file in its native application. A Replace With field is also added to the document allowing you to replace the attached file with a different file, if needed. Only one electronic file can be attached to a document.

    6. Click OK/UPDATE.

ClosedRequired Configuration

To take advantage of the Auto Email feature, the following configuration options must first be set up. If you need assistance, contact your system administrator.

  • On the system administrator's Email Document Service Intervals page, the required intervals must be set up.
  • On the system administrator's Document Print Formats page, the required email formats to be used for the notification emails must be set up. Each email format must be associated with the appropriate document type.

Accruent logo in white text.

© Copyright Accruent 2025Privacy PolicyTerms of UseLegal