Functions and Features of the Document Management System

 

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

Building Managers 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

• Upload Files
• View and Update
• Search Bar 
• Number of Results
• Date Range
• List View 
• Expanded View
• Grid View
• Bulk Actions
• Toggles
• Download Files
• Request Reports  
• Message Stakeholders
• Favourites
• Linked Jobs 

 

Upload Files

Building Managers can upload a Document or Invoice to the Document Management System by clicking the Upload File Icon (or '+' button).

The Upload File 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.

To upload a Document, select 'Add Document'. To upload an Invoice, select 'Add Invoice'. 

When the 'Upload File' window opens, click 'Browse' and select one or more files to attach, or drag and drop the files onto the shaded area.

Select the Plan Number and the Category if uploading a Document. Make sure to choose the correct Plan Number from the list and accurately select a Category that will help stakeholders to identify the type of document.

A suggested file name will be provided for Documents. Click the suggested file name to apply it to the file.

Click 'Done' to upload the file or files.

For more information, please see Upload Files to the Document Management System.

 

View and Update

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

This will show the information about the document and a preview of the file. 

On the top right of the Document Preview, users can choose to rotate the document and zoom in and out when reviewing the file. 

When the Document or Invoice page opens, select 'Edit' to make changes to details of the file. Changes can also be made to contacts that the file is shared with and to how the document is tagged.

Make sure to verify the information then click 'Save'.

Or, to update the file with a newer version, click the 'Change' button in the bottom right.

For more information, please see Edit Documents and Invoices in the Document Management System.

 

Search Bar

Building Managers 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 Advanced Document Searching 

 

Number of Results

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

Building Managers 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

Building Managers 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 

Building Managers can view documents in the Document Management System in List View which will show important information like the Plan Number, type of file, lot number (if any)  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

Building Managers 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.

Building Managers can also rotate documents when viewing them in the grid view. 

 

Bulk Actions

With Bulk Actions, Building Managers can export, delete, recategorise 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 delete the files, select 'Delete [#]' Documents or Invoices.

To recategorise the documents, select 'Change category of [#] Documents'

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 and Bulk Update File Categories.

 

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'.



Building Managers can select 'Tasks' to view all Invoices which are assigned to them to approve.

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

For more information, please see Add a 'Priority' Banner to an Invoice.

 

Download Files

Building Managers 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.

 

Request Reports

With Request Reports, Building Managers 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

Building Managers 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.



For more information, please see Share an Invoice with Committee Members and Other Contacts.

 

Favourites

Building Managers 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.

 

Linked Jobs

A Document or Invoice in the Document Management System can be linked to a Job in the Portal. If a file is linked to a Job, the Wrench Icon will appear to the left of the Heart Icon.

Click the Wrench Icon to go to the Work Summary page of the Job.

 

Building Managers should contact us with any further questions regarding this process.