This QRG covers how to upload attachments to prospect, applicant, and resident records as well as a full list of attachment types to correctly organize attachments.
How to Attach Documents to Prospect/Applicant Records
1. Go to the prospect/applicant record. You will start on the "Overview" tab in the column on the left hand side. From here, go to the bottom option in this column -- Documents.
2. Under Documents, there will be three tabs - select the tab that says "Attachments". This will bring you to the list of all currently uploaded attachments and will also be where documents can be uploaded.
3. Under the "Attachments" tab, documents can be uploaded via the "Select File" button or by dragging and dropping the files in the boxed area below. Once dropped, the file will upload immediately.
4. If any information needs to be updated for this attachment, select the pencil button under the "Edit" column. From here, you will be able to edit the following fields
- Attachment Title
- Attachment Type
- If the Attachment can be visible on the Resident Portal or not
Once all changes have been made, select the "Save" button (listed below as option D).
How to Attach Documents to Resident Records
1. Go to the resident record. You will start on the "Overview" tab in the column on the left hand side. From here, go to the bottom option in this column -- Documents.
2. Under Documents, there will be three tabs - select the tab that says "Attachments". This will bring you to the list of all currently uploaded attachments and will also be where documents can be uploaded.
3. Under the "Attachments" tab, documents can be uploaded via the "Select File" button or by dragging and dropping the files in the boxed area below. Once dropped, the file will upload immediately.
4. If any information needs to be updated for this attachment, select the pencil button under the "Edit" column. From here, you will be able to edit the following fields
- Attachment Title
- Attachment Type
- If the Attachment can be visible on the Resident Portal or not
Once all changes have been made, select the "Save" button (listed below as option D).
Attachment Types and Descriptions to Upload Files
| Resident - Attachment Type | Description |
Workflow or Manual | Centerspace document that applies |
Toggle for Portal - |
| Additional Signature Documents | This is only used for additional documents outside of the lease agreement that are generated in Yardi CRM Flex | Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Affordable | Used for information regarding affordable documentation. | Attachment type assigned and attached manually via team member |
|
Toggled off |
Animal License |
Used for animal(s) licenses to keep on hand for reference |
Attachment type assigned and attached manually via team member |
|
Toggled off |
| Animal Pictures | Used for animal(s) pet photos to keep on hand for reference | Attachment type assigned and attached manually via team member |
|
Toggled off |
Animal Vaccinations |
Used for animal(s) vaccination records to keep on hand for reference | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Archive | Used for paperwork that is no longer valid or out of date, but should be kept on file Note: this should not be used for any current or future dated documentation. |
Attachment type assigned and attached automatically via workflow |
|
Toggled off |
| Bluemoon Addendum Documents | Used for all Bluemoon addendum documents | Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Bluemoon Lease Documents | Used for all Bluemoon lease documents | Attachment type assigned and attached automatically via workflow |
|
Toggled on |
Documents - Application |
Used for items pertaining to corporate leases |
Attachment type assigned and attached manually via team member |
|
Toggled off |
| Documents - Application Income | Used for Manual Income Verification forms and supporting documentation | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Documents - Identification | Used for Manual ID Verification forms | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Documents - Other | Used for any documents that are not directly incorporated in the lease | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Email Attachment | Attachments that team members send via email through CRM will be automatically uploaded to attachments | Attachment type assigned and attached automatically via workflow |
|
Toggled off |
| Inspection - Move in Move out | Used to house a copy of the move in/move out inspection checklist | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Inspection - Other | Used for items related to inspections that is not the Move in Move Out Inspection Checklist | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Lease Document | Copy of the most current signed/countersigned lease document | Attachment type assigned and attached automatically via workflow |
|
Toggled on Note: Achieved lease documents should be toggled off |
| Legal | Used for all documentation surrounding legal concerns at the property | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Notice - Delinquency | Used for delinquent notices | Attachment type assigned and attached manually via team member |
|
Toggled on Note: be sure to toggle on the current documents and toggle off any duplicate attachments. |
| Notice - Renewal | Holds renewal offers submitted to resident to review | Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Notice - Vacate | Forms related to vacating the unit | Attachment type assigned and attached automatically via workflow |
|
Toggled off |
| Notice - Violation | For notices detailing lease violations | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Photo | For misc. photos related to the lease and/or unit | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Portal Lease Documents | Used for application/lease documents that are not the lease or application form |
Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Portal Upload Documents | Attachments that applicants and residents can upload from their portal during the leasing process |
Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Print Application Documents | This is used to house printable copy of the application form | Attachment type assigned and attached automatically via workflow |
|
Toggled off |
| Quote Sheet | Quote sheet from prospect card | Attachment type assigned and attached automatically via workflow |
|
Toggled on |
| Reservation Documents | Documents for reservations for onsite amenities | Attachment type assigned and attached manually via team member |
|
Toggled off |
| Subrogation | Documents surrounding insurance claims | Attachment type assigned and attached manually via team member |
|
Toggled off |