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Real Estate Portfolio Management

Portfolio Management/

Lease Administration

Adding Lease Documents

Using the Lease Administration / Lease Portfolio / Add/Edit task for a lease, you can associate lease documents with options, clauses, and amendments.

You can also associate documents with the lease or with a building, structure, or land using the Documents tab. See Associate Documents.

Note:  To associate a document using the Add/Edit task, you must first save information on the tab. The Check In New Document button then appears next to the Lease Document field, enabling you to select a document.

To associate documents with leases, options, clauses, or amendments:

1. From the Lease Administration application, select the Add/Edit task from the Process Navigator, or the Add/Edit tab on the Lease Administration dashboard.
2. Navigate to the Documents, Options, Clauses, or Amendments tab.
3. Click Add New, enter information, and click Save.

   The Lease Document (on the Options, Clauses, or Amendments tabs) or the Document field (on the Documents tab) now has the Check In New Document button.

   

4. Click the Check In New Document button .
   

   The Check In New Document dialog box appears.

5. Click Browse.

   The Choose File dialog box appears.

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

   The Check in New Document dialog box appears. The name the file is stored under appears under the Browse button.

7. Optionally, on the Check In New Document dialog box, enter:

   • A description of the document.

   • 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.

8. Click OK.

   The Documents, Clauses, Options, or Amendments tab appears. The Lease Document or Document field now has the document management buttons.



9. Click Save.

   See Using the Document Management System.