4.10.3 Document Management
Access via the block area menu option -> The Block -> Document Management
This area of the system allows for any documents relating to the running of the block (e.g. reports, meeting minutes, certificates) to be uploaded into the web-system.
These documents come from 2 sources:
- Loaded automatically by the system for key activities:
- Budget and Service Charge Account Documents - When agreeing and loading a budget
- Health & Safety Incl Fire - When uploading a document to the assessment
- Insurance Documents - When uploading a document to the insurance policy
- Major Works & Section 20 Documents - When uploading a document in the Major Works screen
- Supplier Invoices - When uploading a document a supplier invoice
- Loaded manually in the document manager itself using the Upload Document button
You can use the filter at the top to search for different document types (click on the blue plus icon on the right):
The default date range between the From and To date is 1 year. This is a default across many of our filter drop-downs. You can off course edit the dates manually.
NOTE: The document types are also related to the Portal. If you have enabled a document type in the Portal and you upload a document against the type, then the document will become visible on the Portal.
The document types that are shared to the Leaseholders or Management Team/Directors is also displayed against each record with an abbreviation.
- LH - Leaseholders
- MT - Management Team / Directors
- LH/MT - Leaseholders and Management Team / Directors
Upload Document
When you click on Upload Document, you are presented with a pop up where you can upload a document against the relevant document type:
This also has a warning if you are about to upload a document against a document type which has been shared to either the Leaseholder, Management Team / Directors or both.
Once documents have been loaded you View, Rename or Delete the document.
The View button will open the document in a new tab.
The Rename button allows you to simply rename the document:
The Delete button allows you to remove a document completely off the system. A warning is prompted before you delete:
There is also another option to Zip Document(s). This function as the name suggests, allows you to select multiple documents using the check boxes on the right of the document and then zip it up:
Files that are named with special character / or \ will not be picked up in the Zip File due to file format constraints. Please rename these in order to download them into the Zip File.
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