The Online Documents tool allows you to upload and save documents in your Control Panel, and easily email or post them to your clients’ online accounts. (Note: PROMAS users can also add documents and Statements in PROMAS and publish to their HERO PM Control Panel.)

Both property managers and their clients benefit from the posting of online documents:

  • Instant Delivery: Digital online documents are delivered instantly to anyone in any location. Clients can access their online documents from any computer with an Internet connection.
  • Efficient Distribution: A single document can be delivered to multiple people in different locations.
  • Economical: The low cost delivery allows the property management company to save printing, mailing, storage, and retrieval costs.
  • Reliable Results: Digital online documents are available instantly, in perfect condition, backed up, and can be easily stored in multiple places.
  • Easy Retrieval: The online documents are easy to access and are automatically organized by date and client. No complex filing or retrieval systems are required.
  • Secure Interface: Documents are accessed through a password-protected interface.

For information on publishing statements and documents from PROMAS to your HERO PM Control Panel and to client accounts, see FAQ: How do I upload from PROMAS to my HERO PM Control Panel?

 

To add scanned documents to your clients’ accounts from your HERO PM Control Panel: 

(Note: A document must be stored on your computer or network before it can be uploaded to the HERO PM Control Panel.)

  • Use one of the following options to upload a document for clients:
    • RP Management > (Clients or Office) > Add a Document
    • RP Management > Documents > Add a Document > Add a new document for (Client)
  • Configure Add a Document settings:
    • Assigned To: Select a client name from the drop down select list or type the first part of their PROMAS ID in the auto-lookup field, or choose All Owners (Tenants, Vendors, Sources) to upload the same document for all clients.
    • Upload Type: Select which type of upload, File, Video or a Custom Letter/Notice.
    • Upload File: Click Choose File to locate the file and then double-click on it to select it for upload. Make sure that the document’s filename does not contain any special symbols or characters (#, $, %, etc.). Clients will not be able to open files with special symbols and characters in the filename as the link will be corrupted.
    • Document Name: The system automatically assigns the Document Name based on the document’s filename, but you can change this before saving.
    • Document Subject/Description: Assign a Subject and Description so that the client can locate and identify the document in their online filing cabinet. Clients are able to search their online document file by keyword(s). The search function looks for keywords in the Name, Subject, and Description fields.
    • Viewable By: Select the systems through which this document can be viewed.
    • Click Save Document to upload. The upload time depends on file size and Internet connection speed. To add additional documents to the same profile, click the Add Another button (or Add Document button) until all documents have been uploaded.
  • Click Save Document to upload. The upload time depends on file size and Internet connection speed. To add additional documents to the same profile, click the Add Another button (or Add Document button) until all documents have been uploaded.

The uploaded document will appear in the client’s online account in their Documents tab, as well as in your Control Panel under RP Management > Documents > Document Lookup.