Documents
Aqarjia provides a document management system for attaching files to properties, units, tenants, leases, and other entities throughout the platform.
Uploading Documents
Documents can be uploaded from any entity's detail page:
- Navigate to the entity (property, unit, tenant, lease, etc.).
- Open the Documents tab or section.
- Click Upload Document.
- Select the file and fill in:
- Document Type -- Contract, ID Copy, Title Deed, Photo, Invoice, etc.
- Title -- A descriptive name.
- Expiration Date -- For documents that expire (licenses, IDs, insurance).
- Review Date -- When the document should be reviewed.
- Click Upload.
Document Types
Common document types include:
| Type | Typical Use |
|---|---|
| Lease Contract | Signed lease agreements. |
| Civil ID | Tenant identification copies. |
| Trade License | Company registration documents. |
| Title Deed | Property ownership documents. |
| Insurance Certificate | Property or liability insurance. |
| Inspection Report | Unit inspection records. |
| Photo | Property or unit photographs. |
| Invoice / Receipt | Financial documents. |
| Authorization Letter | Power of attorney or delegation letters. |
Document types are configurable in Settings > Document Type.
Expiration Tracking
For documents with expiration dates, Aqarjia provides:
- Visual indicators for documents nearing expiration.
- Dashboard alerts for expired documents.
- Filtering by expiration status.
This is particularly useful for tracking tenant civil IDs, trade licenses, and insurance certificates that require periodic renewal.
Review Dates
Set review dates on important documents to receive reminders. Use this for:
- Annual lease contract reviews.
- Insurance policy renewals.
- Compliance document audits.
Supported File Formats
Aqarjia accepts common file formats including PDF, images (JPG, PNG), Word documents (DOCX), Excel spreadsheets (XLSX), and scanned documents.
Keep documents organized by using consistent naming conventions and selecting the correct document type during upload. This makes searching and filtering much more efficient.
Access Control
Document visibility follows the same permission model as the parent entity. If a user can view a tenant record, they can view that tenant's documents. Restrict access to sensitive documents by configuring team permissions appropriately.