Document Management Guide

Overview

Roomazon’s document management system helps you organize, store, and share all your property-related documents securely. Keep everything from leases to receipts in one organized, searchable location.

Supported File Types

Documents

• PDF: Leases, contracts, forms
• Images: .jpg, .jpeg, .png photos and scans
• Common formats: Most document types

File Limits

• Maximum size: 10MB per file
• Total storage: Varies by plan

Storage by Plan

Free Plan

• 100MB total storage
• Up to 25 files
• Basic organization

Essential Plan ($15/month)

• 1GB total storage
• Up to 500 files
• Folder organization
• File search

Pro Plan ($35/month)

• 5GB total storage
• Up to 2,500 files
• Advanced organization
• File sharing

Elite Plan ($69/month)

• 25GB total storage
• Unlimited files
• Enhanced features

Document Categories

Available Categories

• Lease Agreements: Rental contracts and agreements
• Applications: Tenant applications and screening
• Receipts: Payment and expense receipts
• Insurance: Property and liability documents
• Inspection Reports: Move-in, move-out, and property inspections
• Maintenance Documents: Repair records and work orders
• Expense Receipts: Property expense documentation
• Expense Invoices: Bills and invoices
• Other: Miscellaneous documents

Photo Categories

• Property Photos: Main, exterior, and interior shots
• Inspection Photos: Move-in, move-out, and damage documentation
• Other Photos: Additional property-related images

Uploading Documents

Web Upload

1. Navigate to Documents
2. Click Upload Documents
3. Choose files or drag & drop
4. Select category
5. Add descriptions
6. Assign to property or tenant
7. Click Upload

What You Can Upload

• Single or multiple files
• Property photos
• Lease documents
• Receipts and invoices
• Inspection reports
• Any property-related documents

Organization Features

View Options

Browse documents by:

• All Documents: Complete list
• Category: Group by document type
• Property: Group by property
• Tenant: Group by tenant
• Expiring: Documents expiring soon

Search Functionality (Pro/Elite Plans)

Find documents by:

• File name
• Document notes
• Document number
• Quick keyword search

Filtering

Filter documents by:

• Document category
• Property
• Tenant
• Date uploaded

Accessing Documents

Download Documents

• Click download button to save locally
• Open documents in new browser tab
• Access from any device with internet

Organizing Your Files

• Add notes to documents for context
• Set expiration dates for time-sensitive documents
• Archive old documents to keep workspace clean
• Delete documents you no longer need

Security Features

Data Protection

• Encryption: Military-grade security
• Access controls: Only you can see your documents
• Secure backups: Your files are safe
• Recovery: We can restore deleted files

Privacy Controls

• Complete separation: Landlord and tenant files are separate
• Permission control: You decide who sees what
• Link expiration: Shared links expire automatically
• Download tracking: See who accessed files

Compliance

• Privacy laws: Compliant with privacy regulations
• Security standards: Bank-level security
• Data protection: Your information is secure

Document Statistics

Track Your Documents

• Total Documents: See how many files you have
• Expiring Soon: Documents expiring in 30 days
• Properties with Documents: Which properties have files
• Tenants with Documents: Which tenants have files

Managing Your Storage

Check Storage Usage

• View total storage used vs available
• See storage limits by plan
• Monitor document counts

Clean Up Files

• Archive old documents
• Delete unnecessary files
• Organize by property and tenant
• Review expiring documents regularly

Best Practices

File Naming

Use consistent naming:

• Include property address
• Add document type (lease, receipt, etc.)
• Use dates when relevant
• Example: “123MainSt_Lease_2025.pdf”

Organization Tips

1. Upload regularly: Add documents when you get them
2. Use categories: Pick the right document type
3. Add notes: Brief description of what the document is
4. Set expiration dates: For documents that expire
5. Review monthly: Clean up and organize files

Common Use Cases

New Property Setup

1. Upload property photos
2. Add insurance documents
3. Store important property papers
4. Include any warranties or manuals

Tenant Onboarding

1. Upload signed lease agreement
2. Store rental application
3. Add move-in inspection photos
4. Include deposit receipt

Keeping Records

1. Upload all receipts for expenses
2. Store maintenance invoices
3. Keep inspection reports
4. Save important correspondence

Getting Started

Quick Start

1. Go to Documents in your Roomazon dashboard
2. Click Upload Documents
3. Select files from your computer
4. Choose the right category
5. Add property or tenant if relevant
6. Click Upload

Tips for Success

• Start with your most important documents (leases, insurance)
• Upload photos of property conditions
• Keep receipts for all expenses
• Set expiration dates for documents that expire
• Use the search feature to find documents quickly

Troubleshooting

Upload Issues

If files won’t upload:

• Check file size (must be under 10MB)
• Try a different browser
• Check your internet connection
• Contact support if problem continues

Can’t Find Documents

If you can’t find a document:

• Try the search feature (Pro/Elite plans)
• Check different categories
• Look in the correct property or tenant filter
• Check if document was archived

Getting Help

If you need assistance with document management:

• Check this guide for common questions
• Contact support through the help widget
• Email support@roomazon.com
• Use the chat feature if available

Related Guides

• Property Management Guide
• Tenant Management Guide
• Expense Tracking Guide
• Security Best Practices

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Last updated: January 2025