Document Management

No, only one document can be uploaded for each form. Here are the key points:

1. Single Document Limit: Each form allows for only one document to be uploaded.
2. Overwrite Existing Document: If you upload a new document for a form, it will overwrite the existing document in the system.

This ensures that each form contains the most current and relevant document.

If a document is not approved, it will not be available for use in other processes, such as the creation of a lease. Here are the key implications of an unapproved document:

1. Limited Accessibility: An unapproved document remains inaccessible for broader use within the system. This means it cannot be utilized in any transactions or operations that require an approved status.

2. Approval Status Indicator: The approval status of documents is clearly displayed in the ‘Is Approved’ column on the Document Management Page. This allows users to quickly identify which documents have been approved and which have not.

3 Visibility Restrictions: Typically, unapproved documents may only be visible to their creators and admins with permissions to view draft items, ensuring that sensitive or incomplete information is not disclosed to unauthorized users.

In summary, obtaining approval for documents is crucial for ensuring they can be effectively used within the system and for maintaining proper documentation protocols. If you encounter issues with document approval, consider reviewing the submission process or reaching out for assistance.

To approve a document in the system:

1. Navigate to the ‘Document Management’ page;
2. Locate the document in the rightmost column;
3. Click the edit symbol;
4. Check the ‘This document is approved’ checkbox;
5. Save your changes.

When a document is marked as private, it signifies that access is restricted solely to admins who possess the appropriate permissions. Here’s what you need to know:

• Restricted Access: Only designated admins can view the private document. This ensures that sensitive information is protected and only accessible to authorized personnel.
• No Access for Others: Tenants, property owners, and any other users outside of the admin role will not be able to view the private document.
• Public Documents: In contrast, if a document is not marked as private, it becomes viewable to everyone, including tenants, property owners, and admins. This allows for greater transparency and accessibility of non-sensitive information.

Understanding the implications of document privacy helps maintain confidentiality while ensuring that relevant parties have access to necessary information.

The ‘Internal’ category in documents serves a specific purpose within the broader classification system, which includes Federal, Provincial, Internal, Lease, and Other categories. Here’s what you need to know about internal documents:

• Purpose of Internal Documents: Internal documents are distinct from the other categories and pertain to communications and materials used internally between the property manager or owner and the tenant.
• Examples of Internal Documents: This category can encompass a variety of documents that facilitate internal processes and communication. Examples include:
  • Online Rent Enrollment Explanations: Guides or instructions related to the online rent enrollment process.
  • Condo Instruction Manuals: Manuals that provide tenants with essential information about living in the condominium, including rules, amenities, and operational procedures.

By categorizing these documents as internal, it helps streamline access to important information that supports effective management and communication between property managers and tenants.

Yes, the document list can be downloaded as an Excel file. Here’s how:

1. Access Document Management: Navigate to the ‘Document Management’ page.
2. Excel Export Option: At the top of the list, you will find the ‘Excel export’ option for downloading.
3. Additional Formats: You also have the option to export the document list as a CSV file or print it as a PDF file using the options available beside it.