How to upload a single External File

Summary

You can link a file or document to an owner, property, or tenant profile by uploading it to Palace.

Examples of documents:

  • Signed tenancy agreements
  • Tenant photos, passports and driver's licences
  • Inspection reports
  • Inspection video files
  • Management authorities
  • Creditor invoices
  • Tenancy applications
  • Bond forms

Saving a document into the various profiles is for your records only. If you save a document into the Property Diary, you can link it to go out with the owner statements at month-end and can also select it to upload to the owner-client portal.

Upload a document

Make sure you have scanned or downloaded the document from your email inbox and saved it to your computer. Below we will use a tenant as an example.

  • Go to Tenancy > Current tenancies
  • Search for the tenant's name
  • Click on the full tenant name
  • Click on Diary

External

  • Click on External File
  • Enter a description of the attached file
  • Click Choose File
  • Browse for the document you want to upload

Note: For seamless inclusion of documents, such as supplier invoices, in the owner's month-end statement distribution, it is important to record these details in the Property Diary. Ensure that the document is formatted as a PDF attachment. Additionally, select a specific Group, such as STATEMENTS, when configuring these entries. Consistency is key - use the same group name during your month-end processing to facilitate the automatic dispatch of these attachments.

  • Click on Save & close once you have finished

Below is a brief video of the above information:

Adding

Note: Files larger than 20 MB will not be saved. You can compress multiple files into 1 compressed file. If a PDF document is too large it can be compressed. For more information on compressing PDF documents, please see the following article titled How to Resize PDF Documents

If you have multiple files you would like to upload, please see the following article titled How to upload multiple External Files

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