Because your lease may change regularly or from time to time, your software logs current and past versions of documents throughout the system. This helps ensure your latest lease is in use and helps you keep track which version of your facility's lease is attached to each of your tenant accounts. You can keep track of document versions in your Documents and Emails settings, which are located in the Settings tab.
Viewing lease versions in document settings
When you view your custom templates, you'll see a Last Updated column that includes a hyperlink titled Version History for each document template you have saved.
You can see the document's history by clicking Version History.
You can also view the version history of a document from the template editor by selecting Version History next to the Save button. You can learn more about creating and editing documents on our help site.
Viewing lease version details from a tenant's page
You can see which version of a lease your tenant signed at move-in by accessing the Documents tab of their tenant page. Find their Lease Agreement, and you'll see details about what lease version they have signed beneath the document name.
Updating lease versions
When a newer lease version is available, you can update your tenant to the newer version by selecting the Update Document button to the far right of your tenant's Lease Agreement. A window will open that will give you the option of sending the lease agreement by email or printing the document. Choose print or email, and click Update.
You'll see a notice that your document has updated. If you chose Print, you'll have the option to view the new version of the lease here.
Note: In order for document versioning to work, a lease must be attached to the tenant file during the move-in process. You can learn more about move-ins on our help site. At this time, new document versions that you update for your tenants cannot be e-signed.
Once a tenant lease has been updated to the newest version, you can view both the current version and earlier versions of the tenant's lease by clicking the arrow to the left of the lease agreement line item to expand window and view details. You'll also be able to send the document to your tenant via email from here.
Viewing lease version details for your tenants from Reports
You can see which version of your facility's lease each of your tenants has attached to their tenant files by running the Lease Versions report. It will list each of your tenants along with their account number, unit number, address, and lease version. You'll find this report listed in your Occupancy Reports.
Your lease versioning report is a useful way to determine which of your customers need the newest version of your facility's lease applied to their accounts.
Note: In order for this report to work properly, your document type must listed as Lease in your Documents settings. You can learn more about document types on our help site.