The Documents section in OPERATOR serves as a secure, centralized library for all files related to a property. By managing documents effectively, you can build buyer confidence and ensure both your team and your customers have instant access to critical information, eliminating the need to search through scattered emails and texts.
Uploading, Renaming, and Deleting
Managing files is designed to be simple and intuitive, allowing you to maintain an accurate and professional document repository for each home.
To upload a document:
Navigate to a Property: From the Homes tab, select the property where you want to add documents.
Open the Documents Tab: In the property's navigation menu, click on Documents. This will display the existing folder structure.
Select a Folder: Click on the folder where you want to upload the file (e.g., "Contracts," "Plans," "HOA Documents").
Upload the File:
Click the Upload button.
You can either drag and drop one or more files into the upload window or browse your computer to select them manually.
Notify the Buyer (Optional): By default, a checkbox to Notify the buyer will be selected. This action sends an email and a push notification. Uncheck this box if you prefer to upload the document silently. You can also add a brief note for context.
Confirm Upload: Click Upload to add the file(s) to the folder.
To rename a document:
Locate the Document: Navigate to the folder containing the file you wish to rename.
Access Options: Click the ellipsis icon (
...) next to the document's name to open the actions menu.Rename: Select Rename, enter the new file name in the text field, and click Save Changes. The file name will be updated for both your team and the buyer.
To delete a document:
Locate the Document: Find the file you wish to remove.
Access Options: Click the ellipsis icon (
...) next to the document's name.Delete: Select Delete and confirm the action. The file will be permanently removed from the document library for that property.
Note: The system supports common file types such as PDF, JPG, PNG, and MP4. For optimal performance, it is recommended to keep individual file sizes reasonable.
Organizing Documents
A well-organized document library is essential for operational efficiency. OPERATOR allows you to create a structured environment using folders, making it easy for everyone to find what they need.
Your OPERATOR environment comes with a pre-templated folder structure to ensure consistency across all properties. These folders (e.g., "Contracts," "Closing Documents," "Floor Plans") provide a logical system for categorization from day one.
To use folders, simply click on the desired folder and upload your files directly into it.
This structured approach ensures that related documents are grouped together, making them easy to locate.
For the buyer, folders without any uploaded documents will not be visible in their portal, which keeps their view clean and uncluttered.
Best Practices for Document Organization:
Use a Consistent Naming Convention: Adopt a clear and predictable naming system for your files (e.g.,
Lot_42_Purchase_Agreement_Signed.pdf). This makes documents instantly identifiable.Upload Files to the Correct Folders: Be diligent about placing files in their designated folders. This maintains the integrity of the organizational system.
Keep It Current: Regularly review and remove outdated or irrelevant documents to prevent clutter and ensure users are accessing the correct versions.
Leverage the
View Buyer PortalLink: Always use theView Buyer Portallink to confirm that the document structure appears clear and logical from the buyer's perspective.