Documents & e-signature

To add a file to the library, choose Documents → Document Library in the sidebar, then Upload. Choose the File, give it a Name, pick a Kind (Lease, Inspection, Insurance, Invoice, Notice or Other) and choose Upload. Images are compressed; PDFs and other files are stored as they are.

Most records also have a Documents section of their own, such as a property, unit, tenant, lease or vendor. Files you add there are kept with that record and also appear in the library.

Document Library lists every file in the project in one place: library uploads, documents on properties and other records, tenant documents, and maintenance attachments. Each row shows which record it belongs to, such as Property · Maple Court.

Filter by source (Library, Property records, Tenant or Maintenance) and by kind, or search by name. Each row's ⋯ menu has Open. Files uploaded to the library itself also have Delete, which asks you to confirm and can't be undone; delete other files from the record they belong to.

The figures at the top count all documents (with how many were added in the last 30 days), library uploads, files attached to records and tenants, and work order files.

A lease template is the agreement text a lease's document is built from. To create one, choose Documents → Templates, then New Template. Only Template name is required. Its Scope is Generic or State-specific, with a two-letter State for state-specific templates. A template is Draft, Published or Archived.

In the template's editor:

• Template Body: the lease text, with merge fields written as {{group.field}}, like {{tenant.name}} or {{lease.rent}}.
• Merge Field Catalog: every merge field you can use, by group (Lease, Rent, Deposits, People, Premises, Terms and Other). Click one to copy it.
• Custom Fields: extra placeholders of your own, with sample values.
• Clause Library: reusable clauses with a title and wording (both required), a category, and whether they're required in every lease.
• Preview: the template merged with sample values or a real lease.
• State Requirements and Required Disclosures, Leases Using It, and Versions.

Actions → Publish new version asks for the version number and what changed (both required). Leases and documents already generated don't change. Archive retires a template; leases already using it keep it.

A lease's agreement is built from its template. Open the lease in Leasing → Leases and go to its Template & Document section. Pick the Lease template: without one, Property uses its built-in starter agreement. Then choose Generate Lease Document, or Actions → Generate lease document.

Property fills each merge field from the lease, its people, unit, property and policies, and saves the result to the lease's documents as a text file. Preview shows the merged agreement before you generate it, and the section lists every merge field with this lease's current value.

The lease's Clauses section adds clauses from the template's clause library, in the order they appear, and Addenda holds addenda such as a pet agreement, each Draft, Attached or Signed.

E-signature in Property tracks signing by hand: no e-signature provider is connected, so Property doesn't send documents for signature. Send the document yourself, then record each step as it happens.

To track one, open the lease's E-signature section and choose Create Signing Request, which lists the lease's people as signers. Or choose Documents → E-signature, then New Signing Request: only Document name is required, with an optional lease and primary signer.

A request is Draft, Sent, Viewed, Partially signed, Signed, Declined or Voided. Its Actions menu has Mark sent, Mark viewed, Mark signed, Mark declined and Void request, and each one is added to the request's Audit Trail. Marking a request signed also sets its lease's signed date, if the lease doesn't have one yet.

In the request's editor, tick each signer in Signers as they sign, and keep a document link, signing order, expiry date and reminder cadence. The list's figures count requests, those awaiting signatures, signed and declined.