Sharing documents with landlords and tenants

On a tenancy, you can share any uploaded document with the landlord and the tenant through PropertyFile, so they can view it themselves from their portal. Each document has a Shared with column with two buttons - T for the tenant and L for the landlord - so you control exactly who sees what.

Documents are shared through PropertyFile’s Landlord Portal and Tenant Portal. Alongside the documents you share, the Landlord Portal gives landlords a summary of their marketing statistics, viewings, account statements and property maintenance details, while the Tenant Portal gives tenants a summary of their rent balance and the ability to request and view repairs.

Enabling document sharing via PropertyFile

Before you can share a document, you need a document uploaded to the tenancy record, and PropertyFile’s Landlord and Tenant Portals switched on for documents. 
For more information on adding documents, see Uploading and organising documents.

To enable document sharing via PropertyFile:

1. Click Tools (the cog) on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under System Tools, click PropertyFile
4. On Alto PropertyFile Administration, click the Pencil alongside your Domain
   
5. The PropertyFile Dashboard will open. Click Advanced Configuration on the side menu
6. For the Landlord Portal
   1. Click the Landlord Dashboard tab
   2. Slide the toggle to On for Tenancy if it isn’t already and tick Documents
   3. Click Save
   4. Click Confirm
      
7. For the Tenant Portal
   1. Click the Tenant Dashboard tab
   2. Slide the toggle to On for My Tenancy if it isn’t already and tick Documents
   3. Click Save
   4. Click Confirm
      

How to share a document

Once the portals and Documents are enabled, you can share a document from the tenancy's Documents tab by turning on its T or L button. 

On any tenancy record that has documents stored against it, each document shows a Shared with column, so you can see at a glance whether it is shared with the landlord (L) and/or the tenant (T).

If your agency doesn't have document sharing switched on for the Tenant and/or Landlord Portal, selecting the button explains how and where to enable document sharing via PropertyFile - under Tools, Templates and admin, then PropertyFile.

To share a document:

1. Click Tenancies on the main navigation bar
2. Select the relevant tenancy from Recent & Favourite Tenancies
   1. Alternatively, find it using the Search Tenancies bar in the top right
3. Click Documents on the side menu
4. In the Shared with column, click the T button to share with the tenant, and/or the L button to share with the landlord

A filled T or L button means the document is shared through PropertyFile; an outlined one means it isn't. The change takes effect immediately - click a filled button again to stop sharing.

Viewing documents in PropertyFile

You can log in to a landlord's or tenant's PropertyFile as an admin to confirm what they can see and access from their end:

1. Click the tenancy Overview on the side menu
2. Click the landlord's/tenant's name
3. From their contact Overview, click PropertyFile on the side menu
4. Click Login as Admin
5. If it's for a landlord, the Landlord Portal displays. Click Tenancies
   1. Any documents that are shared with the landlord are available within the Tenancy Documents section. Click on the document to download and view it
6. If it's for a tenant, the Tenant Portal displays. Click My Tenancy
   1. Any documents that are shared with the tenant are available within the My Documents section. Click on the document to download and view it