Store your documents at the appropriate level
The file module within OWNER consists of documents and images, both of which can be stored in different locations. To illustrate, we have provided an example storage location for several of them below.
Copy of lease agreement
Store these with the lease agreement itself and not with the specific unit or tenant. By linking the document to the lease agreement, the unit's documentation remains clear, even after multiple tenant changes, and unnecessary documents are not linked to the tenant (person or company).
Floor plan
Store this floor plan with the specific unit(s) it pertains to. For example, if you have a floor plan with 10 units on it, link it to the appropriate units. This way, you can easily find the same document for all relevant units.
Identification
Store this identification with the relevant person under the "Contacts" menu item. It is advisable not to save the document with the lease agreement, as the identification is separate from the lease. If the tenant has multiple lease agreements, it is sufficient to store the identification once at the person level instead of linking the same document to both lease agreements.
Chamber of Commerce extract
Store this document with the specific company in the "Companies" section. If the company is also a tenant, it is better not to save the Chamber of Commerce extract with the lease agreement, as the document is separate from the lease. If the same tenant has multiple lease agreements, it is sufficient to store the extract once at the company level instead of linking the same document to both lease agreements.
Notice of termination letter
Store this with the lease agreement and not with the person or the company, so that all relevant correspondence for that specific lease agreement remains organized.
Photo of a leak
Create a ticket for this leak to ensure you don't forget it. Also, attach the photo so it can be easily found later.
Inspection report
Save this with the lease agreement and later with the inspection itself once this functionality becomes available in OWNER. The inspection module is currently in development.
Tip: Store documents at the level where they are relevant to keep them organized.
Give documents and images a Type and a Date
By assigning a type to documents and images, you can easily find and filter them. For example, if you label a copy of a lease agreement as "Agreement," you can later find all your lease agreements at once by filtering for this type.
By assigning a type to an image, you can easily filter all your images of your units.
By dating documents, they can be displayed in chronological order. This happens automatically with images, as the creation date is already stored in the file.
Tip! If you are missing a type in OWNER, you can easily add it yourself by clicking the + in the dropdown menu of the types or by going to the settings.
Make documents and images favorite.
By marking documents and/or images as favorites, you can easily find them by filtering your favorites. To set a document or image as a favorite, open the file and click "Set as Favorite."
Do you also want to store your documents physically?
It is wise to store important documents not only digitally but also physically. To do this easily, we recommend acquiring a Numeroteur. With a Numeroteur, you can stamp a unique and sequential number on each document you process. This way, you maintain an organized structure for storing your physical documents. Follow the steps below to organize your documents efficiently:
- Stamp the document with the Numeroteur to give it a unique number.
- Scan the document.
- Upload the document to OWNER and enter the stamp number in the "Reference Number" field.
- Place the document in a binder, organized in numerical order.
By following these steps, you can easily find physical documents that correspond with the digital files in OWNER.