File management
With the files feature of OWNER, you can organize all your documents and images, and link them to your units, rental agreements, installations, etc.
What is it?
The files feature consists of two parts: documents - think of files like .doc, .pdf, and .xls - and images. The reason they are separated is that images are presented differently than documents. Documents can be viewed in a list, and images can be seen in so-called Tiles and on a Google Maps map, so you can immediately see a preview and know where the photos were taken.
While you can upload an image as a file, like a photo of an agreement, we recommend doing it in .pdf format instead of an image format.
Why do I need it?
Many managers have collected a lot of paper in the past, such as signed rental contracts, architectural drawings, and photos. Ideally, you'd want to find these easily and quickly and have them on hand while on the move. Therefore, use the files function of OWNER.
How does it work?
From the files page, you can upload one or more documents and/or images and link them to a rental agreement or unit, for instance. We advise connecting the files as closely as possible to the items they relate to. Therefore, store a copy of the rental agreement with the digital lease in OWNER, not with the tenant himself. This way, you maintain clarity in your files, even if your tenant rents multiple units from you. If you have a floor plan, store it with the unit it pertains to.
Tip! If you first go to the unit or the rental agreement and upload a file from there, it is automatically linked to that item.
By assigning a type and date to the documents and images, you can easily filter on them afterward. When uploading, you are also asked who is responsible for the file. This way, we know who to inform if there's an issue with the file.
Once you have uploaded a file, you will arrive at the file's overview page. On the left, you see all the details you've entered, and on the right, you see the items the file is linked to. In the center, there's a preview, and you can, for instance, link tasks and notes to the file.
Tip! Did you know there's a tip article written on this topic? In it, you can read in more detail how we would organize our files. Click here for the article.