Functions and Features of the Document Management System

 

All building Documents are uploaded and stored in the Document Management System (DMS).

Committee Members and Owners have access to many functions and features to assist with the management of Documents including multiple view types, advanced search functionality, and communicating with stakeholders.

 

Contents

• View Files
• Download Files
• Search Bar 
• Number of Results
• Date Range
• List View
• Expanded View
• Grid View
• Bulk Actions
• Toggles
• Request Reports  
• Message Stakeholders
• Levy Notices
• Favourites

 

View Files

To view a Document or Invoice, click the File Icon to the left of the Plan Number. 

Committee Members and Owners can view details of the Building, category, and invoice details. 

 

Download Files

Committee Members and Owners can download a Document or Invoice from the Document Management System by clicking a file name or File Icon.

From the Document or Invoice page, click the 'Download' button at the bottom of the document preview.

Files can also be downloaded in bulk. Click the check box in the left column of each file then click 'Bulk Actions' and select 'Export [#]' Documents or Invoices.

For more information, please see Download Files from the Document Management System.

 

Search Bar

Committee Members & Owners can use the Search Bar to find pertinent information for Documents and Invoices. Select the 'Documents' tab to search for a Document or the 'Invoices' tab to search
for an Invoice.

Use key information about the file to search for available filters, such as the plan number or contractor name. 

Don't press 'Enter'. A drop-down will appear under the Search Bar with grey filter options.

Click on the relevant grey tab to apply the filter to the search.

Once a filter has been applied, it will appear as a green tab in the search bar. 

Multiple filters can be used at one time. Simply repeat the process to add another filter.

 

For more information, please see Advanced Document Searching

 

Number of Results

Scroll to the bottom of the page to change the number of results shown.

Committee Members and Owners have the option to view 50 results per page, 100 results per page, 500 results per page or all results.

To change the number of results per page, click any option and wait for the page to load.

 

Date Range

Committee Members and Owners can select 'Date Range' to view all Documents or Invoices that were added within specific dates. 



The Date Range Icon is the first in the row of icons when on the 'Documents' tab and the second in the row of icons when on the 'Invoices' tab. It will appear green when selected and grey when not selected. 

Click a start and endpoint on the calendar. All of the days within the date range will be shaded in grey.



When the date range has been selected, the page will reload. The selected dates will appear to the left of the Date Range Icon.

To clear the date range, click the 'X'.

 

List View 

Committee Members and Owners can view documents in the Document Management System in List View which will show important information like the Plan Number, type of file and the date it was uploaded with all of the results listed in rows.

When Invoices are viewed in List View, there's more information provided for each file including the name of the Service Provider and the status of the Invoice. In the adjacent columns, the Invoice Number and total amount charged are listed.

The Document Management System defaults to List View if no other view is selected.

Users can sort Invoices and Documents in a preferred order by clicking the column heading in List View. 

 

Expanded View

Expanded View is available when viewing Invoices and Documents in List View.

The Expanded View Icon is the first in the row of icons when on the 'Invoices' and 'Documents' tabs. It will appear green when selected and grey when not selected. When in Grid View, the Expanded View Icon will disappear.

 

Expanded View for Documents

When clicked, the expanded view for documents will show the document Tags and any Notes that have been added to the documents from FileSmart or Outlook.

 

Expanded View for Invoices

Expanded view on Invoices shows each invoice row item on the page including additional information related to the description, GL code, Group Code, and amount.

 

 

Grid View

Committee Members and Owners can view all Documents or Invoices in the DMS in Grid View which shows a preview of the file with the file name listed below it.



The Grid View Icon is the third in the row of icons when on the 'Documents' tab and the fourth in the row of icons when on the 'Invoices' tab. It will appear green when selected and grey when not selected.

 

Bulk Actions

With Bulk Actions, Committee Members and Owners can export or approve Documents or Invoices in bulk. Simply click the check boxes in the column to the left of the relevant Documents or Invoices to perform a bulk action.

To select all Documents and Invoices in the current view, click the topmost check box.

When all required Documents or Invoices have been selected, click 'Bulk Actions' at the top of the page. The 'Bulk Action' menu will be specific to the number and type of files selected.



To export the files, select 'Export [#]' Documents or Invoices.

To approve the invoices, select 'Approve [#]' Invoices.

When the 'Approve' window opens, verify the information for selected documents or Invoices then click 'Approve'.

For more information, please see How to Bulk Approve Invoices.

 

Toggles

Documents or Invoices can be filtered by selecting any of the toggles at the top of the page.

On the Documents page, there are three toggle options: 'All', 'Favourites' and 'Deleted'.



Select 'All' to view documents or invoices for all assigned Plans.

Choose 'Favourites' to view a list of documents or invoices that have been saved as favourites.

Click 'Deleted' to view documents or invoices that have been deleted.

On the Invoices page, there are five toggle options: 'All', 'Tasks', 'Priority', 'Favourites' and 'Deleted'.



Committee Members & Owners can select 'Tasks' to view all Invoices which are assigned to them to approve.

To view all Invoices with a 'Priority' banner, select 'Priority'.

 

Request Reports

With Request Reports, Committee Members and Owners can generate different types of reports like balance sheets, detailed expenses, financial summaries and insurance summaries, among others.

Note: Not all report types will be available to all users. For more information, contact your Strata Manager. 



The Request Reports Icon is the fourth in the row of icons when on the 'Documents' tab and the fifth in the row of icons when on the 'Invoices' tab. 

When the 'Request Reports' window opens, select a Report Type and Plan Number. The current date will be listed on the line below.

Select 'Generate Report' to run the report.

To view a list of all recent reports that have been generated, click the 'Report List' tab.



For more information, please see How to Generate Financial Reports.

 

Message Stakeholders

Committee Members and Owners can select 'Message Stakeholders' on a Document or Invoice to open a chat with selected users and contacts.



Select internal and external contacts to discuss the file with. Enter a subject and message. Share the file by clicking the check box for 'Committee Members' or 'Owners'.

Then click 'Get Started' to open the chat.

 

 

Levy Notices

Committee Members and Owners can view all levy notices in the Document Management System by clicking the Levy Notice Icon.



The Levy Notice Icon is the fifth in the row of icons when on the 'Documents' tab and the sixth in the row of icons when on the 'Invoices' tab.

When the Levy Notice Icon is selected, 'Levy Notice' will appear in the Search Bar and the page will reload to show all levy notices for the Owner.

 

Favourites

Committee Members and Owners can save Documents and Invoices to a list of Favourites. Click the Heart Icon in the right of the row of a file to save it as a favourite.



The Heart Icon will appear red when selected and white when not selected. View the list of files saved to Favourites by switching the 'Favourites' toggle at the top of the page to 'On'.

To remove a document or Invoice from the list of Favourites, click the Heart Icon.

 

Committee Members and Owners should contact us with any further questions regarding this process.