What this page is for
Keep leases, agreements, licences, certificates, insurance, photos and identity documents in one place, attached to the record they belong to. CityLights reminds the right people before a document expires.
Who can use it
- View documents opens the page. Identity documents (types marked Identity document) are shown only to people with Open identity documents.
- Upload and replace documents shows the upload form on record pages; Delete documents allows deleting.
- The module is part of the Front desk and buildings package.
How to upload a document
- Open the property, building or other record the document belongs to.
- In Documents, select Upload a document.
- Choose the type, give it a title, add the expiry date if it has one, choose the file and select Upload.
How to find expiring documents
Set Expiry to Expiring in 60 days or Expired and select Filter. The dashboard card Documents expiring soon shows the same.
Fields and columns
| Column | Meaning |
|---|---|
| Title | The document's name and version number. |
| Type | Lease, agreement, ID card, passport, insurance, ... |
| Belongs to | The record it is attached to. |
| Expiry date | Red when expired, amber within 60 days. |
| Uploaded | Who uploaded the current version. |
Statuses and automation
- Expiry alerts go out at the configured days before expiry (by default 60, 30 and 7 days, and on the day) to the uploader and everyone with Receive document expiry alerts. Each alert is sent once.
- Every time someone opens an identity document it is recorded in the change history.
- If Delete identity documents after expiry is set, identity documents are deleted that many days after they expire.
Settings that change this page
- Expiry alerts (days before) and Delete identity documents after expiry in Module settings.
- Document types in Master data.
FAQs
Where are files stored? On the private disk. They can only be downloaded through CityLights by people allowed to see them.
Troubleshooting
| Problem | What to do |
|---|---|
| An ID card is missing from the list | You need Open identity documents. |
| Nobody got an expiry alert | Check that someone has Receive document expiry alerts and the alert days setting. |