▶ Contracts Requests, Rental Contracts, Service Contracts
▶ Assets Building view
▶ Contacts Organizations
Moderan provides you with the ability to keep various documents and records of events related to negotiations and contract updates, as well as building documentation, in the Interactions & Files block.
Examples:
- You have building certificates, documents, blueprints, and files from the Building Registry and want to ensure easy access to them at all times.
- You need to keep track of maintenance/service agreements and insurance policies, including their expiration dates, to stay ahead of renewals and compliance requirements.
Uploading a File
To upload a file to the Interactions & Files block:
- Go to the Contracts (Rental, Service, Request) or Building view
- Scroll down to the Interactions & Files block, click +ADD NEW and fill in all necessary info about the document
The fields in the pop-up:
- Date* — mandatory field. You may add documents with the current date or dates in the past
- Assignee — by default set to the email of the person adding the file
- Type — choose the type corresponding to the file you want to add (e.g. Contract)
- Description — enter a file description (e.g. Contract signed, Appendix I, etc.)
- File URL — if you use an external document management system, add the external URL leading to the file
- File (upload area) — all file formats are supported. Upload a Contract PDF, Deed Act, XLS sheets, or pictures to store contract-related info inside Moderan
You can select or drag and drop multiple files at once. If the wrong file has been uploaded, add a new line with the correct file and delete the previous incorrect one.
Adding an Interaction
To add a record of an activity (Interaction):
- Go to the Contracts (Rental, Service, Request) or Building view
- Scroll down to the Interactions & Files block, click +ADD NEW and fill in all necessary info about the interaction
The fields to fill in:
- Date* — mandatory field. You can add interactions with the current date or past dates for events that already happened. Add future dates to set reminders about upcoming tasks or events
- Assignee — by default set to the email of the person adding the interaction
- Type — choose the type "Interaction"
- Description — enter the description of the event
- File / File URL — in case you want to attach a file to your interaction
Setting Tasks and Reminders
When an interaction is saved with a future date, Moderan automatically sets a reminder. The Bell icon will appear next to the date to indicate an active reminder:
Interaction reminders are sent personally to the email in the Assignee field, unlike general Contract reminders.
Ending a Task or Reminder
To end a task or reminder set for the future (bell icon) or one that has expired and not been marked done (pink lines), click Edit on the interaction and check Mark as Done:
By default, an interaction will be marked as done automatically if it is added with today's date or a past date. You can always remove the tick manually if needed.
Types of Interactions & Files in Moderan
In Moderan you can record various types of files and activities. By default, Interactions & Files have the following types: Certificate, Contract, Deed, Interaction, Task, and Other.
For a better overview, you may want to add more document types (Insurance, Plans, Technical documents, etc.). This can be done by Admin users in Admin Settings:
We highly recommend maintaining records of Contracts and Deeds (such as Acts of Space Transfer or Amendments related to Monthly Rent changes) and setting future meeting dates to remind yourself or other active users of potential term changes following negotiations.
Interactions & Files in Requests
▶ Contracts Requests
All Interactions & Files will be transferred automatically to Rental Contracts when the Request is converted to a Contract.
Adding Interactions & Files to a Request is exactly the same process as adding them to Contracts.
Documents
▶ Contracts Documents
▶ Assets Documents
All files uploaded in the Interactions & Files block are gathered together under the Documents tab:
The Documents grid works the same way as any other grid in Moderan:
- Arrange columns in a custom order by grabbing a column header and dragging it to a new position
- Sort columns by ascending or descending order
- Hide or show columns as needed
- Filter documents by criteria such as File Name, Type, Date, or Property
- Search through all documents uploaded across your entire portfolio using keywords
- Export the documents list to Excel
Filters
When you have multiple activity lines in the Interactions & Files section, you can use predefined filters: All, Contracts, Deeds, Interactions, and Tasks:
It is also possible to create your own custom filters:
Explore more articles in the Moderan Knowledge Base. If you have any questions or need assistance, feel free to contact us via chat or at support@moderansolutions.com.