Documents on Demand
How to Manage Documents in an Inmovilla Demand
The record of a demand in Inmovilla is an essential tool that allows centralizing all documentation linked to a specific real estate need. From this space, users can upload files, consult them, classify them, and keep them efficiently organized, thus facilitating the tracking and management of each request.
This document management system prevents the dispersion of files in different locations, such as the office mailbox, personal documents, or various areas of the platform, contributing to a more orderly and professional administration of information related to clients and business processes.
Where are documents stored in Inmovilla?
Inmovilla has multiple spaces dedicated to document management. Among them are the utilities and the office mailbox, the personalized document area of each agent, and the general office documents.
Additionally, some records have their own document section, such as the records of contacts, properties, and demands. Documents added from the demand record are exclusively linked to that demand, so it is advisable to use this space to store the files that need to be consulted during the tracking and management of the request.
How to access the documents of a demand
To consult the documentation associated with a demand, you must access the corresponding record from the viewing mode. The steps are as follows:
In the Inmovilla side menu, select the Demands section.
Locate and open the demand you want to manage.
Go to the Documents tab.
If no file has been attached yet, the document area will appear empty. This is normal and simply indicates that there are no documents associated with that demand at that moment.
How to upload a document to a demand record
To add files to a demand, use the Manage Documents option located on the right side of the document section. The procedure is as follows:
Open the demand and access the Documents tab.
Click on Manage Documents.
Select the desired file from the file explorer or drag it directly to the upload area if you have the folder open.
Wait for the file to upload and appear in the list or icon view.
Once the upload is complete, the document will be available within the demand's document manager. For example, a PDF file will be displayed with its characteristic icon, facilitating its visual identification.
The uploaded file is shown within the demand's document manager, ready for consultation and management.
What can be done with an uploaded document
Uploading a file is only the first step within the document manager. When opening a document from the record, Inmovilla offers various functionalities that optimize its identification and consultation:
Open the document: allows viewing the content directly from the record without the need to download it.
Add tags: facilitates cataloguing the file according to the specific criteria of the office or project.
Change the name: enables renaming files with clear and descriptive titles, improving future location.
Manage organization: offers tools to keep the document set orderly, such as moving files or classifying them within folders.
The use of tags and descriptive names is especially valuable when a demand contains multiple documents. A file with a clear name is much easier to locate than one that retains the automatic name generated by downloading or scanning.
When opening the file, you can consult its content and access advanced document management options.
How to organize the documents of a demand
The Inmovilla document manager offers multiple options to facilitate the organization and visualization of files, adapting to the user's needs:
Sort documents: allows classifying files according to different criteria, such as size, upload date, type, or owner.
Refresh the view: updates the list to show the most recent changes or newly added files.
Create folders: enables grouping documents into specific folders, ideal for separating different types of documentation within the same demand.
Switch between icons and list: offers the choice between a more intuitive visual view through icons or a detailed list format that facilitates reviewing additional information.
The icon view is especially useful for quickly identifying the file type, while the list view is ideal for analyzing and comparing details of several documents simultaneously.
Important: documents are consulted in viewing mode, not editing
It is essential to keep in mind that the documents tab is only available when the demand record is in viewing mode. During editing mode, this option is not accessible.
If the documents tab does not appear when modifying the information of a demand, it is necessary to exit editing mode and return to the record in viewing mode to access the document area and manage the associated files again.
Good practices to keep documentation organized
Adopting a clear and coherent document structure is key to optimizing time and efficiency in managing demands. Below are some essential recommendations:
Use clear and specific names: ensure the file name reflects its content without needing to open it.
Apply consistent tags: maintain uniform classification criteria across all demands to facilitate search and organization.
Separate files into folders when necessary: this practice is especially useful when accumulating documents of diverse nature or categories.
Verify the file after uploading: confirm that the document has been correctly uploaded and appears in the document manager.
Always consult from viewing mode: remember that access to the document section is not available during record editing.
Common mistakes when managing documents in Inmovilla
I can't find the Documents tab
The most common cause is that the record is open in editing mode. Switch to viewing mode to access the documents tab.
I uploaded a file, but I don't see it
Use the refresh function to update the document manager view. Then, check if the file appears in icon view or list view.
The document name is not identifiable
Open the file from the manager and change its name to be descriptive and easy to recognize. Also, add tags to improve its classification and search.
There are too many files in the same demand
Organize the documents by creating folders and choosing the viewing mode that best suits your needs. You can also sort files by different criteria to facilitate their location.
Summary
To manage documents in an Inmovilla demand, access Demands, open the corresponding record in viewing mode, and go to the Documents tab. From Manage Documents you can upload files, drag them from a folder, open them, tag them, rename them, and organize them efficiently.
Remember that document management is carried out exclusively from the record's viewing mode, not from editing mode.
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