Before you begin
- Know the operational record the file belongs to: building, unit, contact, application, tenancy or repair.
- Decide the intended audience before attaching or sharing a document.
- Use fictional files in the prototype; file storage and downloads are simulated.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
Find tenancy evidence without searching unrelated folders and reduce accidental confusion between similarly named files.
What the workflow coordinates
The document register brings linked-record metadata, uploader/date, versions and Internal or Tenant can see labels together. Signed agreements use locked versions, with changes handled through a new version or amendment; file services are simulated in the demo.
What people review
Staff decide which evidence belongs to the case, which audience is appropriate and when a new version or correction is needed; a visibility badge does not replace that review.
Start with the record the document belongs to
Open Documents and use Search file or record to look for a filename or a known operational reference. Read the linked contact, property, repair or tenancy before choosing a result so a similarly named file is not mistaken for the right evidence.
The selected file is linked to the intended operational record.
The selected file is linked to the intended operational record.
Narrow the register
Apply category, record, uploader and date-range filters when the initial search is broad. Compare the uploader and upload date with the task you are investigating rather than relying on the filename alone.
The filtered result and its uploader/date fit the context you expected.
The filtered result and its uploader/date fit the context you expected.
Check version and locked-record intent
The selected tenancy has no agreement version/signers record on file. The current Agreements tab is illustrated instead. Use the adjacent current record or contact the team to confirm this workflow’s availability.
Agreement versions and signers
The selected tenancy has no agreement version/signers record on file. The current Agreements tab is illustrated instead.
Confirm current availability before attempting this stage.
Review Internal versus Tenant can see
Read the visibility label on the document row and compare it with the intended audience. Keep internal assessment material out of tenant-facing content, and confirm the destination tenancy before making a file available through a portal workflow.
The intended audience and linked tenant/record have been reviewed explicitly.
The intended audience and linked tenant/record have been reviewed explicitly.
Use Upload with the same record discipline
Choose Upload when a new document is needed, then inspect the form for its association and audience controls before completing it. The screenshot does not show that form, so do not assume a default visibility, file limit or versioning behavior.
The upload form’s actual record association and audience choice have been checked before completion.
The upload form’s actual record association and audience choice have been checked before completion.
Review the tenant-side presentation
For material intended for a tenant, inspect Documents in the appropriate tenant persona and compare the named agreement or file with the staff register. The portal shows references, dates and some versions, but a displayed row is not an independent test of production access restrictions.
The intended tenant’s document view has been compared with the selected staff record.
The intended tenant’s document view has been compared with the selected staff record.
Retain a review trail for a discrepancy
If a file or version appears wrong, use the record reference when searching Audit log for relevant activity and actor details. Record the discrepancy and use the appropriate new-version or correction workflow; the interface’s non-editable audit statement does not prove tamper-resistant storage.
The discrepancy is tied to a specific file/version and related record rather than an ambiguous filename.
The discrepancy is tied to a specific file/version and related record rather than an ambiguous filename.
What you should have at the end
A document review identifies the correct record, version and intended audience, with a concrete reference for follow-up.
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.
- Current demo limits: The selected tenancy has no agreement version/signers record on file. The current Agreements tab is illustrated instead.
Useful answers
Where are the current files shown?+
Use the Documents tab on the linked property, unit or tenancy, and the tenant’s Documents page for files shared with that tenancy.
Does a visible file mean an agreement-version workflow is complete?+
No. Sofia’s tenancy has a tenant-visible agreement document, while Agreements & versions separately says no agreement is on file. Check the record type and version context.
Were real document storage or signature services tested?+
No. The current file listings, labels and visibility were reviewed. No private document was uploaded and no signature was submitted.