Property Documents and File Management in Tesoro

File upload process

Upload documents to a property in 3 steps:

1. Open property detail page
2. Go to 'Documents' tab
3. Click 'Upload File' or drag-and-drop files
   • Select one or multiple files (max 50MB per file)
   • Supported formats: PDF, DOC/DOCX, XLS/XLSX, JPG/PNG, ZIP
   • Files are automatically uploaded to Cloudflare

Document categorization

Organize documents with categories:

• Contracts: Purchase agreements, rental contracts
• Certificates: Energy certificates, habitability certificates
• Floor Plans: Architecture plans, layout diagrams
• Legal Documents: Property deeds, mortgage documents
• Inspection Reports: Technical reports, appraisals
• Anders: Custom category

Assign category on upload or update later via 'Edit Document'.

Document naming and tagging

Best practices for file organization:

• Descriptive names: "Energy_Certificate_2024.pdf" niet "doc1.pdf"
• Tags: Add tags like "required", "expired", "draft"
• Version numbers: For multiple versions ("Contract_v2.pdf")
• Date stamps: Include date in filename ("Inspection_2024-10-23.pdf")

Mandatory documents (Spain/EU)

These documents are legally required for property sales:

• Energy Certificate (Certificado Energético):
  • Mandatory for all property sales and rentals
  • Valid for 10 years
  • Shows energy rating (A-G) for consumption and emissions
  • Upload in 'Certificates' category
• Habitability Certificate (Cédula de Habitabilidad):
  • Required for residential properties
  • Proves property meets minimum living standards
  • Renewal period varies by region (5-25 years)
• Property Deed (Escritura):
  • Legal ownership document
  • Required for sale transactions
  • Store in 'Legal Documents' category
• IBI Receipt (Property Tax):
  • Latest annual property tax receipt
  • Proves no outstanding taxes

Recommended documents

• Floor Plans: Architecture drawings and layouts
• Building Permits: For renovations or extensions
• Community Rules: For apartments (homeowner association rules)
• Technical Inspection: Pre-sale inspection reports
• Insurance Documents: Current property insurance

Document visibility settings

Control who can see documents per document type:

• Private (Team only):
  • Only teamlids can see
  • For sensitive documents (contracts, deeds)
  • Default for legal documents
• Client visible:
  • Available in client portal
  • For public documents (floor plans, brochures)
  • Buyers can download
• Public:
  • Visible on website (if enabled)
  • For marketing materials

Set visibility on document upload or update later.

Client portal document access

When you share documents with buyers via client portal:

• Select 'Client visible' on upload
• Document appears in buyer's portal under property details
• Download is logged (who downloaded, when)
• You can revoke access later (change to 'Private')

Use case: Share floor plans and brochures with interested buyers, but keep contracts private until closing.

Document expiration tracking

For certificates with expiration dates:

• Add expiration date on document upload
• Tesoro shows "Expires soon" warning (30 days before)
• Dashboard alert for expired certificates
• nietification to property owner (optional)

Important for energy certificates and habitability certificates.

Document versions

Track multiple versions of the same document:

• Upload new version → old version is kept
• Version number automatically incremented (v1, v2, v3)
• Download previous versions via 'Version History'
• Restore old version as current version

Use case: Contract goes through multiple revisions - all versions remain available for audit trail.

Document change tracking

Tesoro keeps complete document history:

• Upload date: When document was uploaded
• Uploaded by: Which user uploaded the document
• Updates: When metadata was changed (name, category, tags)
• Downloads: Who downloaded, when (for client-visible documents)
• Access changes: Visibility setting changes

View document history in property 'Activity Log' tab.

Document deletion and recovery

Delete documents safely with recovery option:

• Click 'Delete' on document → soft delete
• Document moved to 'Deleted Documents' (kept for 30 days)
• Restore within 30 days via 'Undo Delete'
• After 30 days: permanent deletion

Admin tip: Check 'Deleted Documents' monthly for accidental deletions.