How to Manage Your Documents

As a property manager, you probably have thousands upon thousands of different files, split between physical papers, desktop folders, and lengthy email threads. Keeping track of all of these documents is already difficult, but it’s next to impossible when they are floating around so many different locations. With online property management software, you can keep all of your documents in one secure place, connected to the rest of the system, so you can store (and sort through) all of your files with ease!

File Attachment

Perhaps the biggest upgrade in file management through the use of an online property management system is that you can attach your files to anything in the system that you want! For example, rather than just having a folder for all the lease agreements your tenants have signed, you can attach each specific lease to each specific tenant within the system! This way, when you’re looking at a specific tenant or unit, the lease is located in the same exact place, and you don’t have to pull up a new folder or search your desk for that additional information; it will all be collected in one place! This is true of basically anything within the system, from maintenance requests to transactions to incoming applicants. By attaching your files to where they are most convenient, you save yourself tons of time and tons of headaches!

File Searching

In addition to being able to connect your documents to wherever they make the most sense, you are also able to search for your documents from anywhere else in the system! You can type in the name of a file and have it pop up, and when you click it it will take you to where it is being stored in the system, for example on the specific maintenance request or property! Not only can you search by file name, but you can also search by words within the documents themselves! If, for example, you have a lease with a coffee shop in one of your units, and you don’t know the file name but you do know that the word ‘coffee’ is mentioned in the document, you can search that up and have the file brought up to you! When you open the file, it will automatically take you to where that word is written as well, which is great if you’re trying to find a specific part of a lengthy document. However you need to search for attachments within the system, you are able to find your documents quickly and easily!

System Document Flow

With all of these documents, you are always going to have more that you need to input into the system, and you are always going to have ones that you need to download and use off of the system. In either case, it’s easy to do with online property management software! You can easily import or export documents however you see fit, either by pulling files from your computer, scanning them in with a scanner, printing off documents, or saving to your computer. There are many ways to access your documents both inside and outside of the system, so you always have control over your files! You can also send attachments to people, such as vendors or tenants, directly through the system, so you can cut out the middleman of downloading your files altogether if you want to! Whatever system works best for you, online property management software is built to make that system easier!

File Management

With online property management software, managing your files has never been easier! Whether you are making the switch to a paperless office, wanting to connect your files to their counterparts within the system, or are just tired of sorting through folder upon folder on your desktop, we have you covered. Here at Property Matrix, we know how important it is to always be able to access your documents, which are often important, store personal information, and potentially time-sensitive. Knowing all this, we have set up many different tools and options to store and access your documents throughout our system. With unlimited secure file storage for you, Property Matrix is your one stop shop for all of your document management needs, as well as the other components of your property management business. Schedule a demo with Property Matrix today to see how else we can help your property management business flourish!