▶ 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 Files & Notes section.
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 Files & Notes section:
- Open the relevant Building, Rental Contract, Request, Service Contract, or Organization card
- Navigate to the Files & Notes section
- Click +ADD NEW
- Enter the required information and click to Save
The fields in the pop-up:
- Date* - mandatory field. You may add documents with the current date or dates in the past
- 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, simply remove it by clicking on the X sign.
Types of Files & Notes
In Moderan you can record various types of files. By default, Files & Notes have the following types: Certificate, Contract, Deed, Interaction, 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 (in Activities section) to remind yourself or other active users of potential term changes following negotiations.
Files & Notes in Requests
▶ Contracts > Requests
All Files & Notes will be transferred automatically to Rental Contracts when the Request is converted to a Contract.
Adding Files & Notes to a Request is exactly the same process as adding them to Contracts.
Documents
▶ Contracts > Documents
▶ Assets > Documents
All files uploaded in the Files & Notes / Activities sections 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 lines in the Files & Notes section, you can use predefined filters: All, Contracts, Deeds, and Interactions:
It is also possible to create your own custom filters (e.g. to have the view, that includes only Certificates).
- Filter by the relevant criteria (it can be several). In this case, Type column filter is used:
- Go to the FILTER
- Add the name for the current filtering (e.g. Certificates)
- Click SAVE
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.