What You'll Learn:
How to create folders and subfolders for properties and tasks
How to upload, rename, and delete files
How to share documents with clients via the Customer Portal
How to set up default folder structures
Folders allow you to upload files and documents against properties and tasks. You can also delete, rename, and move documents in existing folders. To manage these, simply click on the Documents tab of the property or task.
Creating Folders
Under the Documents tab of the task or property, click Add folder
The name will be automatically highlighted so you can start typing the folder name
Press the Enter/Return key to save the folder name (if you don't press Enter, the folder creation will be cancelled)
Creating Subfolders: When any existing folder is selected, the Add subfolder button will be available to create subfolders within the current selection.
Uploading Files
To upload a file:
Go to a Property or Task and click the Documents tab
You'll see a rectangular region with the message "Simply drag and drop your file here, or select files"
Either:
Drag and drop files into this region, or
Click select files to browse for files on your device
Tips:
Multiple files can be uploaded at once
To upload directly into a folder, drag the file over the folder
You can select or drag multiple files simultaneously
Upload Limitations:
The maximum size of a single file cannot exceed 500MB
You cannot drag an entire folder, but you can select/drag all the folder contents to upload
Alternatively, you can zip/compress a folder and upload it as a single file
Renaming Files
Click on the document you want to rename
Click Rename
Type the new name
Press Enter to save
Important: Make sure not to remove the file extension (e.g., .gif, .pdf, .docx) at the end. Removing the extension will corrupt your file.
Deleting Files
Select the file you want to delete
Click Delete in the top right of the window
Sharing Documents with Clients
Making Property Documents Visible on the Customer Portal
If you name a folder public (all lowercase, no spaces), any documents added to that folder can be seen by clients on the Customer Portal when they view their properties.
Important: The folder name must be exactly public - no capital letters or spaces.
Making Client-Specific Documents
Files can also be shared directly against a client:
View the Client record
Click on the Documents tab
Drag files into the public folder
These documents will be visible at the top of their Customer Portal page by clicking the Documents button
Setting Up a Default Folder Structure
Default folder structures can be set up for both properties and tasks. This ensures consistency across your organization.
For Properties:
Go to Control Panel > Properties
Fill out the Default Document Structure field
Each new line will create a folder name
Click Save
Creating Subfolders in Default Structure: You can define subfolders by adding a slash. For example:
public/Reportswill create a folder named "Reports" inside the "public" folderA folder can have multiple subfolders by writing the same path and defining different subfolders at the end
Example Structure:
public
public/Reports
public/Certificates
Quotes
Invoices
Once the folder structure is applied, folders will be presented in alphabetical order.
Applying Default Structure:
New properties: Will automatically adopt the default folder structure
Existing properties: Go to the property, click Documents > Add default folder structure
For Tasks:
Go to Control Panel > Tasks
Fill out the Default Document Structure field (same format as properties)
Click Save
Note: New tasks will automatically adopt the default folder structure. However, there is no option to add a default folder structure to existing tasks retroactively.