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Real Estate Portfolio Management /
Portfolio Management

Lease Administration

Associate Documents

You can select the documents to associate with the selected lease/building/land/structure using the Documents panel. From this panel, you can also add, edit, delete, or view documents. When you add documents, they are available to all authorized users. The information you enter for documents is included in the Documents by Building/Structure/Land/Lease reports generated from the Portfolio Management application, and the Lease/Building/Structure/Land Details reports available from Lease Administration.

Note: Documents are associated with the portfolio item you are working with, that is, with a building, structure, land, or lease. When you generate the Documents by... report, you can select Documents by Leases or Documents by Buildings/Structures/Land. Documents by Leases shows the documents you associated with a lease; Documents by Buildings/Structures/Land shows the documents you associated with a building, structure, or land.

Accessing the Documents Panel

You associate documents from the Documents panel accessed from either the Portfolio Administration or Lease Administration/Add/Edit Wizard (Documents tab), or from the Lease Administration/Add/Edit Form - Complete task. Before associating documents, you first select the portfolio item.

For more information, see:

Add/Edit Form - Complete.

Add/Edit Wizard Overview

Procedure: Associating Documents with a Portfolio Item

To associate documents with a lease, building, or property:

1. Click Add New at the top of the Documents panel.

   The Add Document dialog box appears.

2. Enter or select the following required fields:

   Document Name: Enter or select a name for the document.

   Description: Enter details, such as tenant or landlord obligations for utilities and services.

3. Optionally, enter or select the Classification for the document, such as Contract. Entering a classification helps to organize your documents.
4. Click Save.
5. To attach the document, click the Check In Document button next to the Document field . This button appears after you save the document name and description.
   

   The Check In New Document dialog box appears.

6. Click Browse.

   The dialog to locate and select the file appears.

7. Locate and select the file, and click Open.

   The Check in New Document dialog box appears. The name ARCHIBUS uses to store the file appears under the Browse button.

8. Optionally, enter a description of the document and set the document lock status. By default, the status is unlocked. The goal of locking documents is to prevent two or more people from editing the same document at the same time, which results in two or more different branches of changes. Typically, you lock documents as part of the check out procedure and unlock documents when you check them in.
9. Click OK.

   The Document field now has the document management buttons.

   See Using the Document Management System.

10. Click Save on the Add Document dialog box.
11. To add another document, repeat steps 1 through 10.

Next Steps from the Add/Edit Wizard

If you are working from the Add / Edit Wizard, do one of the following:

• Continue: When you have added all documents, click Continue to Enter Contacts. From any tab, you can click Continue to move to the next tab.
• Finish:  Click Finish if you have completed your entries. This returns you to the Action and Type step from which you can make new selections to work with another lease or portfolio item. See Add/Edit Wizard Overview.
• Back: Click Back to return to the Suites tab. See Enter Suite Information Using the Add/Edit Wizard.