Scanning Documents into OneSite The Preiss Company

Transcription

1 Scanning Documents into OneSite The Preiss Company Scanning Single Documents (i.e. lease only) For a tutorial on scanning multiple documents at once (i.e. lease & application) skip to the section titled Scanning Multiple Documents. After logging in, you should be looking at your personalized dashboard. From this screen, proceed by clicking on the Docs tab located across the top of your screen.

2 You will now see the Document Management screen. For our purposes, click on the link labeled Leasing on the left menu.

3 You will now be presented with the Leasing Library. From here you can locate the lease to which you would like to attach the scanned document.

4 In this example, we searched by unit and entered unit As you can see, all of the leases found for unit 1205 appear in the documents window.

5 By expanding the folder icon we see the option to Attach Document to the resident we have chosen. To proceed with uploading the scanned PDF Lease document to the selected resident, click the link labeled Attach Document.

6 A dialog will now appear prompting you to specify the location of the file which you wish to upload and attach. (Make sure the radio button beside Attach is selected.)

7 Next, select the type of document that will be uploaded. Note that there are options here for Application, Form, Guestcard, Lease, Letters, Other, and Photo ID. You can always come back and amend a resident s document file with any new scanned PDF information. For this example, select Lease.

8 Select the location of the file to upload on your computer.

9 Proceed by clicking the button labeled Attach.

10 As you can see, the document has now been uploaded and attached to the file of the selected resident.

11 You can now view the resident s lease by clicking on the Docs tab found by clicking the View link beside a resident s name in the Residents screen.

12 Scanning Multiple Documents (i.e. lease & application) After logging in, you should be looking at your personalized dashboard. From this screen, proceed by clicking on the Docs tab located across the top of your screen.

13 You will now be presented with the Document Management Inbox. This is where you can upload multiple documents and have a placed for them to be stored before attaching them to anything in OneSite. In order to upload documents to this inbox, click on the button labeled Attach.

14 You will now be presented with an upload dialog. First, select the radio button labeled Attach. Next, type a description in the Description field. Now click the button labeled Browse to locate the file you want upload.

15 Find the file on your computer and click the button labeled Open.

16 Now click the button labeled Attach.

17 The document will now begin uploading in the background. This process will vary in time depending on the file size, but for something of this nature (application and lease) the process should take about 30 seconds. You can hit the refresh button in the upper right-hand corner to check the status us the upload. Once the PDF file has been uploaded, you can now work with it inside of Document Management. In order to separate the upload into its separate parts, click the link labeled File documents to the left of the uploaded file.

18 You will now be presented with a screen where you can actually divide the uploaded PDF document into as many separate parts (and residents for that matter) as you like. You could scan multiple applications and leases for multiple residents and then simply separate them here in Document Management a HUGE time saver if you have more than one file to scan. In this example we are simply going to separate a scanned file of a single resident s application and lease into two separate files to be placed into the categories built into Document Management for each of those document types.

19 Simply select the pages that you want to include in this document from the panes on the left of the window, and click on the button labeled Add to attachment.

20 The checked pages will now appear in the attachment window, if you made a mistake, click the Reset button.

21 The next step is to select the type of content that this scan contains. Begin by selecting the category of the content. In this case we have scanned a lease, so we will first select the Leasing filing cabinet.

22 Now that we are in the Leasing filing cabinet, we will select the lease that we wish to attach this scanned document to. Simply click the link labeled Select beside the name of the Current Resident.

23 Now just select the specific type of document to file the scan under. Note that there are options here for Application, Form, Guestcard, Lease, Letters, Other, and Photo ID. You can always come back and amend a resident s document file with any new scanned PDF information. In this case, we will select Lease.

24 Now we simply click the button labeled File document to store the selected pages of the uploaded file to the appropriate section of the chosen Resident s document management file.

25 You will now notice that the status shows as Document filed. From this point you can continue on and file the next set of pages, for instance the application, under the application section of the document management for the same resident. You can also file to a completely different resident. The process is exactly the same. Note that you are simply dealing with the uploaded document, and basically pulling the desired pages from the upload and sorting them to the appropriate resident and then the appropriate classification.