PROMAS Central Entities
There are 2 ways to bring documents into Internet Publishing for uploading to PROMAS Central.
Method 1
Documents that need to be uploaded to PROMAS Central for Owners, Tenants and Vendors can be created and placed in a folder and then "Imported" into the Document Upload folder at one time if they are named per the following format.
Type.ID.Actual ID.Filename.Extension
where
type = the word owner, tenant, unit, property
ID = the letters ID
Actual ID = the short ID of the profile
Filename = freeform
Extension = document type, e.g. jpg, doc, xls, pdf
Examples:
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Owner.ID.Golden.Management Agreement 2-20-2011.doc
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Unit.ID.Fair436.Inspection Condition Report.pdf
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Unit.ID.Main212.Carpet Stains photo.jpg
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To copy the files into the Upload folder, go into any profile and click the Upload Manager button or into Internet Publishing and click the Upload Manager button. Be sure the correct owner is highlighted. Then click Import Directory. Select the directory (folder) containing the files you wish to bring in. Click Import. The files will be copied into the Upload folder. The filename will change to:
Type.PK.xxxx.filename.extension
where xxxx is the PROMAS Central Entity # for that owner/tenant/unit
You can delete them from the original location if you choose.
Method 2
To upload individual files not named as above for a specific owner
| 1. | Go into the Upload Manager in the owner profile or in Internet Publishing. Be sure the owner is highlighted. |
| 2. | Click on the Add button. |
| 3. | Use the Windows Browse screen to find the folder containing the files - double click to open it. |
| 4. | You can choose one or highlight several files that you want to upload for that particular owner. |
| 5. | Click Open - those files will be renamed as above and brought into the Upload folder. |
PROMAS Central Entities
You can also put them directly in the Upload folder if you name them according to the above format. To determine the PROMAS Central Entity #, go to File, Export Utility. Choose PROMAS Central Entity for the Export Type. That will produce a file named PC_Entities.csv which contains the entity number for each profile.
Folders on PROMAS Central
On the PROMAS Central site, the owner has the option to have documents placed in predefined folders. Documents with certain keywords anywhere in the filename will be automatically placed in that folder. For example, if the filename of a document contains the word "invoice" it will be placed in an Invoice folder. Likewise for documents whose filename contains the word "agreement", "inspection", "photo", "letter".
If the keyword "statement" is the last word in the filename it will be added to the statement folder.
Documents that you do not want the owner to see or don't want to see anymore can be hidden from owner view. Select the owner, click on the Options icon, click on View Documents. Click on Options, then View/Edit this information. Unmark the "viewable by Client" checkbox and save.
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