Managing Lease Documents

Managing Lease Documents in Leaseora

Effective document management is essential for property managers and landlords. Leaseora provides a comprehensive system for organizing, storing, and managing all your lease-related documents. This guide will help you understand how to use these features to keep your documents secure, compliant, and easily accessible.

Types of Lease Documents

Leaseora helps you manage various types of lease-related documents, including:

Document Management Features in Leaseora

Accessing the Document Management System

To access Leaseora's document management features:

1. Log in to your Leaseora dashboard
2. Navigate to the "Documents" section in the main menu
3. This will open the document management dashboard where you can view, organize, and manage all your documents
4. Alternatively, you can access property-specific documents directly from:
   • The property details page
   • The lease details page
   • The tenant profile page

The Document Management Dashboard in Leaseora

Uploading and Organizing Documents

Uploading Documents

Leaseora offers multiple ways to upload documents:

1. From the Documents dashboard, click the "Upload" button
2. Select the file(s) from your computer or drag and drop them into the upload area
3. For each document, you can:
   • Assign a document type (lease, addendum, inspection report, etc.)
   • Link it to specific properties, units, leases, or tenants
   • Add tags for easier searching
   • Set an expiration date if applicable
   • Add notes or descriptions
4. Click "Save" to complete the upload

Document Organization

Leaseora automatically organizes your documents, but you can also create a custom organization system:

1. Create custom folders by clicking "New Folder" in the Documents dashboard
2. Name your folder and set its location in the folder hierarchy
3. Move documents between folders by dragging and dropping or using the "Move" option
4. Create saved filters for frequently accessed document sets
5. Use tags to categorize documents across different folders

Finding and Viewing Documents

Search Capabilities

Leaseora offers powerful search features to help you quickly find documents:

• Quick Search: Use the search bar at the top of the Documents dashboard to search by document name, content, or tags
• Advanced Search: Click "Advanced Search" to filter by:
  • Document type
  • Date uploaded or modified
  • Associated property, lease, or tenant
  • Expiration date range
  • Creator or last modifier
  • File format
• Saved Searches: Save frequently used search criteria for quick access
• Full-Text Search: Search for specific text within document content (for supported file types)

Viewing Documents

Leaseora includes a built-in document viewer for most file types:

1. Click on any document to open it in the viewer
2. The viewer allows you to:
   • Scroll through multi-page documents
   • Zoom in and out
   • Rotate pages
   • Download the document
   • Print directly from the viewer
   • Add annotations (Premium and Enterprise plans)
3. For documents that can't be previewed in the browser, you'll be prompted to download the file

Sharing and Collaborating on Documents

Sharing with Tenants

Share important documents with your tenants securely:

1. Open the document you want to share
2. Click the "Share" button
3. Select the tenant(s) you want to share with
4. Choose the permission level:
   • View Only: Tenants can only view the document
   • Download: Tenants can view and download the document
   • Sign: Tenants can view, download, and sign the document
5. Add an optional message
6. Click "Share" to send a notification to the tenant
7. Tenants will access shared documents through their tenant portal

Sharing with Team Members and Third Parties

Collaborate with team members or share documents with external parties:

1. Open the document you want to share
2. Click the "Share" button
3. For team members:
   • Select team members from the dropdown
   • Set appropriate permission levels (view, edit, download, etc.)
4. For external parties:
   • Click "Share with External Party"
   • Enter the recipient's email address
   • Set permissions and expiration date for the shared link
   • Enable password protection if needed
5. Add an optional message
6. Click "Share" to send the invitation

Electronic Signatures

Leaseora's integrated e-signature feature allows you to get legally binding signatures on your documents:

1. Open the document that requires signatures
2. Click the "Request Signature" button
3. Select the signatories (tenants, co-owners, guarantors, etc.)
4. For each signatory, you can:
   • Specify their role (tenant, landlord, witness, etc.)
   • Set the signing order if needed
   • Add fields that need to be completed before signing
5. Place signature fields, initials fields, and date fields on the document
6. Add an optional message to the signing request
7. Click "Send for Signature" to notify all signatories
8. Track the status of each signature in real-time
9. Once all parties have signed, the final document is automatically saved to your document library

Document Retention and Compliance

Setting Retention Policies

Leaseora helps you comply with document retention requirements:

1. Go to "Settings" > "Document Management" > "Retention Policies"
2. Create retention policies for different document types:
   • Set the retention period (e.g., 7 years after lease end)
   • Choose what happens when the retention period ends (archive, delete, or require review)
   • Enable automatic notifications before document deletion
3. Apply policies to document categories or individual documents
4. The system will automatically track retention periods and notify you of required actions

Document Audit Trail

Leaseora maintains a comprehensive audit trail for all document activities:

• View the complete history of each document, including:
  • When it was created or uploaded
  • Who has viewed or downloaded it
  • All modifications and version changes
  • Sharing and permission changes
  • Signature events
• Access audit reports for compliance and record-keeping purposes
• Export audit logs as needed for external verification

Best Practices for Document Management

Frequently Asked Questions