Property Documents

Complete guide for efficient document management in a property's record in Inmovilla

The property record in Inmovilla serves as an essential tool to centralize and organize all relevant documentation related to the property. From the cadastral record to contracts, occupancy certificates, energy certificates, or exclusivity documents, everything can be stored in an orderly and accessible manner in one place, facilitating consultation and management.

Success in document management lies in knowing precisely where to upload each file, how to label it correctly, and what actions are available for each document, especially when the property is shared through an MLS (Multiple Listing Service).

Document storage spaces in Inmovilla

Before delving into the specific document management of properties, it is essential to understand that Inmovilla has different spaces to store documents, each with distinct characteristics and access:

• User documents: each user has a private space where they can save personal files that only they can view.
• General document mailbox: accessible to the entire office, located in the Utilities section, ideal for documents shared at an organizational level.
• Documents within records: demand, contact, and property records include a specific section to host documents directly linked to each entry.

This guide focuses on document management within property records, where organization and control are especially critical.

Accessing documents associated with a property

To manage a property's documents, you first need to access the property's viewing record:

• From the left sidebar, select Properties.
• Open the record of the property you want to work on.
• Within the record, locate and access the Documents tab.

It is important to note that the documents section is not available during record editing. To manage files, you must enter the consultation or viewing mode, ensuring secure and orderly management.

Differentiation between General Documents and MLS Documents

Within the property record, documents are organized into two clearly differentiated sections:

• Documents: this is where all general files linked to the property are stored, such as reports, plans, or contracts not specific to MLS.
• MLS Documents: this section is exclusively for documentation required for sharing the property through an MLS.

This distinction is fundamental because MLS documents can be reviewed by the MLS itself and, depending on its regulations, some may be mandatory to allow the dissemination and sharing of the property.

A common example is the exclusivity document. It may also be necessary to attach energy certificates or other documents according to the specific requirements of each MLS. Therefore, it is essential to verify that all required documentation is correctly uploaded and labelled before sharing the property.

Procedure to upload files to the property record

To add a new document, access the corresponding section — either Documents or MLS Documents — and open the file upload area.

There are two main methods to add documents:

• Select from device: click on the upload files option and browse to locate the desired document on your device.
• Drag and drop: with the upload area active, drag the file directly from your device to the designated space.

Once the upload is complete, the document will be available in the record, appearing alongside previously attached files for centralized and efficient management.

Display options: icon view versus list view

To facilitate consultation and management, documents can be viewed in two ways, adapting to the user's needs:

• Icon view: each file is shown as a visual card, facilitating quick identification through icons or thumbnails.
• Detailed view: presents documents in a list format, with columns allowing review of additional information, ideal when handling large volumes of files.

The user can freely switch between both views using the controls available in the documents section, without affecting the stored content.

Importance of labelling documents for precise identification

Proper document labelling is a key practice, especially for MLS documents. Labels allow classification and quick recognition of the type of attached file, facilitating management and regulatory compliance.

Common label examples include:

• Cadastral record
• Occupancy certificate
• Energy certificate
• Exclusivity document

To add or modify a label, simply open the document with a double click and select the appropriate document type. This functionality is especially useful to identify the exclusivity, one of the most common and critical files in properties shared through MLS.

If the necessary label is not available, you can use the Manage labels option, which provides access to a list to create new custom labels according to the specific needs of the office.

Renaming documents and options for web publication

Besides assigning labels, Inmovilla allows renaming documents to maintain clear and consistent nomenclature, which facilitates identification without needing to open each file.

It is recommended to use descriptive and uniform names that clearly reflect the content and the property they belong to, thus improving organization and quick access.

Additionally, the platform offers the option to publish documents on the web. Through templates provided by Inmovilla, certain files can be publicly displayed alongside the property record, providing transparency and added value in the presentation.

Not all documents require publication. For example, an energy certificate may not be necessary on the web, while other files may be essential depending on the configuration and specific characteristics of the property.

Available actions for document management within the record

When selecting a document within the documents section, various actions are enabled that allow comprehensive management without leaving the record:

• Rename: modify the file name for better identification.
• Digital signature: send the document for electronic signature, speeding up procedures and processes.
• Send by email: share the file directly via email from the platform.
• Sort: organize documents in the order that best suits your needs.
• Create folders: structure files into folders to maintain a clean and efficient document environment.
• Refresh files: update the content of the document manager to view recent changes.
• Toggle view: switch between icon view and detailed view for a personalised experience.
• Download: save a local copy of the file on the device for external use.
• Delete: remove selected documents, always verifying that they are not critical files such as exclusivity or mandatory MLS documents.

It is essential to review carefully before deleting any file to avoid loss of relevant information.

The importance of organised document management for sharing properties

Managing documentation in a property record goes beyond simply uploading files. It is essential to maintain a clear separation between general documents and MLS documents, label each file accurately, and use consistent and descriptive nomenclature.

For offices working with MLS, this organisation becomes even more relevant, as documents such as exclusivity and other requirements must be correctly located and labelled to ensure the proper sharing of the property without issues.

A well-structured and maintained document record ensures that all relevant property information is always located, ready to be consulted, sent, signed, downloaded, or shared at any time, thus optimising real estate management and improving operational efficiency.