Visitt helps you monitor and keep all your documents up-to-date, simplifying the management of both regulatory and third-party documents. This feature is ideal for processes such as monthly elevator inspections performed by third-party companies. Once the inspection team completes their work and submits the documentation, you can promptly upload and update these in Visitt. Additionally, you can set reminders to be notified when it's time to update your documents.
Viewing and Creating Documents
Navigate to the Documents: Click on Documents in the main navigation bar. Once you're there, you'll see a list of all active documents, including their names, tags, and expiration dates. Expired documents will be marked in red for immediate attention, and those close to their expiration date will be marked in orange.
Add a New Document: Click on Add Document located at the upper right corner of the page.
Enter Document Details:
Name: Specify a name for the document
Property: Select the property related to this document
Linking: Link the document to a tenant or vendor for easy access from their respective pages (optional)
Tags: Add tags to categorize the document, making future searches and filtering straightforward
Add files, reminders and expiration date: You can add files, set reminders, and specify expiration dates
💡 If you skip the Adding Files step when creating, you can also add them later when you upload files.
Save the Document: Once all information is entered, click "Add" to save the new document.
🔑To edit these details later, just click on the document from the list. Once inside, you can update the details and click "Submit"
Uploading Files
Access the Document: Click on the document you wish to update, and click Add file.
Upload Files:
Start Date: Set the start date of the document
Expiration Date: Set an expiration date to keep track of when the document needs renewal
Reminder: Set a reminder to receive notifications before the document expires
Description: Add a description if necessary
File Upload: Upload the necessary files (images or PDFs) and click Submit
💡Pro tip: Ensure that notifications are enabled to receive timely updates about document statuses. For more information on managing notifications, refer to this article: How to Manage a User's Profile
Removing Documents
⚠️ Important Notice:
As part of our latest changes, only Admins can delete documents. This adjustment enhances security and prevents unauthorized deletions. If you don't have admin permissions and believe you should, please contact one of the current admins to update your user type.
To delete a specific document: Locate the document you need in the list, click on it, then click the three dots in the corner, and select Delete.
To delete multiple Documents: you can choose to delete multiple documents at once by marking their checkboxes, then click Delete.
Managing Tags
Tags facilitate easier sorting and retrieval of documents. When creating or editing a document, you can add tags to organize your document database efficiently.
Viewing Tags: All of your tags are in the right sidebar
Adding Tags: To add a new tag, click Add in the right sidebar
Editing Tags: If you want to edit tags, hover over them with the mouse and choose to delete or edit
Filtering Documents by Tags: To filter documents by tags, click on the tags from the list to display only the associated documents. You can select or deselect tags by clicking on them.
Exporting Documents
In order to export any documents you would like, you can select the documents you would like to export using the multi-select, and click on the Export button. You will then have the option to either export them as a CSV file, or download the files attached to the documents.
We hope this article was helpful! Thank you for reading 😊