Before you begin
- Agree the document names, required status and applicant instructions used for the relevant letting process.
- Use the correct applicant or tenancy record when reviewing or adding a file.
- Decide the intended audience for each document before making it tenant-visible.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
Reduce repeat requests by keeping document names and missing items clear.
What the workflow coordinates
Company settings provide document names, hints and required flags; application and document views display submission indicators, record links, versions and visibility labels.
What people review
People define appropriate evidence, inspect its contents, request clarification and choose the correct record and audience.
Review the company’s required-document list
Open Settings and choose Leasing, then review Required documents. Use clear document names and applicant hints, and check the Required switches so the checklist matches the evidence the team intends to request.
The checklist states which documents are required and how the applicant should recognize them.
The checklist states which documents are required and how the applicant should recognize them.
Inspect an applicant’s submissions
Open the application and compare the Documents section with the required-document list. Read the submitted filenames and indicators for identity, address, employment or status, registry and bank-ownership evidence rather than assuming every checkmark proves authenticity.
You know which requested items appear to be present and which need examination.
You know which requested items appear to be present and which need examination.
Request a specific missing or unclear item
Use Request info on the application when evidence needs clarification or another submission. Make the request specific to the missing item and record the next action in internal notes so another reviewer can understand why the case is waiting.
The outstanding request has a clear subject and purpose.
The outstanding request has a clear subject and purpose.
Check declaration and notice status separately
Read the privacy/declaration entry and the status on each relevant contact card. If the statuses disagree, resolve that discrepancy through the appropriate record instead of treating a simulated signed declaration as proof that every privacy step is complete.
Notice and declaration status have been checked without making a compliance assumption.
Notice and declaration status have been checked without making a compliance assumption.
Find the file in the linked document register
Open Documents and search by filename or record, narrowing the category, record or upload-date filters when useful. Check the linked contact, application, tenancy or property and the version before using Upload for any additional supporting material.
The file is linked to the intended operational record and version.
The file is linked to the intended operational record and version.
Review the document’s audience
Read Internal or Tenant can see in the office document list before treating a file as shared. Where tenant access is intended, compare the relevant tenant portal Documents list and remember that internal applicant evidence should not be assumed to belong there.
The intended audience is explicit for the document being handled.
The intended audience is explicit for the document being handled.
What you should have at the end
The team has a clear evidence checklist, a record of outstanding items and a way to find submitted files by their linked applicant or tenancy.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
Useful answers
Can I change the names and hints on the document checklist?+
The Leasing settings screen shows editable document names, applicant hints and Required switches. Check the revised checklist before using it for the organization’s next application process.
Does a checkmark prove that a document is genuine?+
It indicates a submission or checklist state in the interface. A person still needs to inspect the evidence and record the relevant assessment.
Do all office documents appear in the tenant portal?+
The office list distinguishes Internal from Tenant can see. Use that audience information and the relevant portal record rather than assuming the entire library is shared.