How to save documents into a resident record in Pilera

How to save documents into a resident record in Pilera

Unit Document Management


Summary/Goal: Learn how to use unit-level documents to upload documents to a unit or the unit's owners and tenants. 
What does the unit-level document functionality do?
Unit-level documents allow managers and residents to attach documents to a unit so that only managers and that unit’s residents can access those documents.  This functionality filters and hides documents from past accounts, using account filtering.  A dedicated units folder is accessible to managers to track documents irrespective of a past or current account.  


A quick overview of the Unit Documents tab

  1. The account selector allows you to view documents for a specific account or the unit. The selector will tell you which account is current when it states “Active” next to the account number.
  2. The home button allows you to navigate to the highest level for that unit.
  3. The back button allows you to navigate to the parent folder.
  4. This is a specific occupant folder, designated by the account number.
  5. The Unit Files folder contains any files pertaining to the specific unit irrespective of a current or past occupant.

     
Permissions Overview
Permissions help you to control who has access to view and upload documents.  In the occupant specific folder, there are three main folders scoped to the specific user type. 
  1. Management Files - Read and write permissions are defaulted to managers only.  This means that owners and tenants cannot see the folders or files added. 
  2. Owner Files - Managers can set permissions for owner folders to either hide the folder and its contents, allow them to view documents in the folder, or allow them to upload their own documents to the folder. 
  3. Tenant Files - Managers can set permissions for the tenant to either hide the folder and its contents, allow them to view documents in the folder, or allow them to upload their own documents to the folder. 
     
It is important to note that subfolders will either have the same level of permissions as the parent folder or more restrictive permissions.  We recommend creating folders and subfolders so that you can control access to different documents. 

For example, you have a parent folder called Pets in the Tenant Files folder and set the permission to “View”.  You then add a folder under Pets called Photos.  The Photos folder cannot have the “Edit” permission; it must have either the View or Hide permission.  If you want the resident to be able to upload photos, you must first edit the permission of the "Pets" folder to "Edit" and then make the same change to the "Photos" permission. 


Step by Step:

Add folders and files to the Occupant specific folder:
  1. Navigate to the Occupant Listing (found under the Communities tab).
  2. Click on the occupant or the unit that you wish to add documents to.
  3. Click on the “Unit Documents” tab.
  4. Click on the specific occupant’s folder (denoted by Number 4 in the Quick Overview section) to get started. 
  5. Click on the specific folder you want to add files to (Management Files, Owner Files, or Tenant Files).
  6. Click the dropdown on the Actions button and select the option to “Add a Folder to this Folder”.  Add the folder name and description, and click Submit.  As we mentioned above, if you are adding a folder to the Owner Files or the Tenant Files, you will be able to set permissions.  


     
  7. Click on the newly created folder.  To add files to the folder, click on the Actions drop-down button and select “Upload Files to Folder”. 


Add folders and files to the Unit Files folder:
  1. Navigate to the Occupant Listing (found under the Communities tab).
  2. Click on the occupant or the unit that you wish to add documents to.
  3. Click on the "Unit Documents" tab.
  4. Click on the "Unit Files" folder.
  5. Now, you’ll create a new folder.  Click on the Actions dropdown button and select the “Add Folder to this Folder” option. 



     
  6. The next step is to start adding files to the folder.  Click on the newly created folder and then click on the Actions dropdown button.  Select the option to “Upload Files to Folder”.


Conclusion: The Unit Documents functionality is a useful way to organize files that you want to share with other managers, owners, and tenants on a unit or occupant level.  Because the unit document functionality uses the resident account framework, managers do not have to worry about removing files of a past owner/tenant from the view of the current owner/tenant.  Furthermore, owner and tenant folder permissions allow managers the flexibility to share the documents they want to with residents and give the ability to residents if they so choose to share documents with management.  


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