Digital document collection and management

Purpose

1.1. Automate the digital collection, verification, categorization, secure storage, and sharing of tenant and lead documents (IDs, proofs of income, contracts, lease forms, etc.) across apartment portfolios for compliance, efficiency, and improved experience.
1.2. Centralize access, enforce retention, enable traceable sharing, manage document expiration alerts, and streamline cross-team document workflows for onboarding and lease management.

Trigger Conditions

2.1. New lead generated via rental site or marketing ad form submission.
2.2. Tenant applies via web portal or mobile app.
2.3. Manual upload request initiated by property manager.
2.4. Document expiration or compliance review window reached.
2.5. E-signature completed by applicant or lease renewal submitted.

Platform Variants

3.1. DocuSign
• API: eSignature API – initiate document envelope, track signing and automate storage on completion.
3.2. HelloSign
• Feature: API workflow – auto-request specific documents per applicant type and archive finalized files.
3.3. Box
• API: Upload API – direct-file push to apartment-unit folders, trigger workflow on upload.
3.4. Dropbox Business
• API: File Requests – generate upload links for tenants, sort documents by unit and type.
3.5. Google Drive
• API: Drive API – automate file creation, assign folder structure, update permissions per status.
3.6. Microsoft OneDrive
• API: Graph Files API – receive files, apply metadata tags, automate sharing with corporate teams.
3.7. Salesforce
• Feature: Files Connect – auto-link uploaded documents to lead/tenant records.
3.8. Yardi
• API: Voyager Document Management integration – attach, index, and track required documents.
3.9. AppFolio
• Function: Batch Document Upload – automate document request emails and ingest.
3.10. Entrata
• Feature: Resident File Storage – assign unit/tenant-specific files, trigger alerts for missing docs.
3.11. JotForm
• API: Form Submission Webhooks – collect uploads, auto-route to cloud storage.
3.12. Typeform
• Feature: File Upload Question – collect from leads; push to Drive or S3 via integration.
3.13. Amazon S3
• API: S3 PutObject – receive, categorize, and set lifecycle rules for all document types.
3.14. SharePoint
• API: SharePoint REST – auto creation of document libraries per building, sync with tenant apps.
3.15. PandaDoc
• API: Document Upload – aggregate, tag, and manage all rental paperwork via tenant workflow.
3.16. Zoho Sign
• API: Send Documents for Signature – collect signed lease docs, archive in client-specific folders.
3.17. Airtable
• API: Attachments to Records – tie uploads to records for tracking compliance and expiration.
3.18. HubSpot
• Feature: File upload in lead workflows – auto tie uploads to CRM records, notify property team.
3.19. Slack
• API: File upload & channel-posting – send document alerts and uploads for quick team review.
3.20. Notion
• API: File embed blocks – house property, tenant, and lease documents with link sharing control.

Benefits

4.1. Significantly reduces manual clerical workload, ensures rapid document turnaround.
4.2. Improves compliance through automatic document tracking, expiry management, and restricted access.
4.3. Enhances applicant and tenant satisfaction with digital convenience and transparent process.
4.4. Increases organizational visibility and auditability over all document transactions.
4.5. Accelerates onboarding and lease cycles, reducing vacancy rates and administrative lag.