Product: Document Manager

One of the most powerful and time-saving features of Bostonpost Property Manager is the Document Manager facility that comes with hundreds of MS Word merge document templates that cover all aspects of your business from applications to violation letters. All document production is controlled by the Document Manager. This saves a huge amount of time during day-to-day operations and ensures that all documents used are approved, up to date, and easily accessible.


Document Manager templates can be modified to your liking or adopted as is. Completely new documents can be added to your document library.

When a document is requested by a user or generated by a system process, merge fields in the document template are selected from the database and inserted into the ‘print' version of the document and then is queued for printing.

View of Document Manager Set Up

Document Groups

Collections of documents can be organized into groups so that they are automatically selected and generated when associated system processes such as re-certification or move-ins are invoked. This encourages uniform processes across all property locations.

View of Document Groups


Resident Files

The Document Manager is designed to speed up and standardize the production of the massive amount of documention required in a property management operation. A specialized example of this capability is the production of Resident Books or tenant records.

Using a series of Document Manager Templates, complete Resident files can be produced uniformly and effortlessly. A typical file could contain:

  • Cover and Spine Labels
  • Recertification Documents for 3 years
    • Annual Certification Questionnaire
    • Consent For Release Of Information
    • Disposal Of Asset Form
    • Medical Personnel Verification
    • Pharmacy Verification
    • Health Insurance Verification
    • Financial Institution Verification
    • Income And Expense Worksheet
    • Initial Notice Of Annual Recertification
    • Amendment To Lease
    • Rent Change Letter
    • HUD 50059
    • Signed letters
  • Incident Reports
  • Maintenance Records
  • Permanent Records
    • Declaration Of 214 Status
    • Receipt For Community Rule Book
    • Lease Addendum
    • Application
  • Inspection Notes

The Document Manager allows users to select a document template for printing and then creates a print version of that document using appropriate data from the database.

From Binder Cover template

To completed Binder Cover

 

Documents

Over 400 Word mergeable template documents are provided in Bostonpost Property manager. Users can modify or add any documents as needed. Listed here are the documents available.

Admissions - Additional Information Required Letter Reasonable Accommodation - Absence over 60 days
Admissions - Annual Waitlist Update Reasonable Accommodation Approved Letter
Admissions - Applications Reasonable Accommodation Denied Letter
Admissions - Certificate for Need for H/C Apartment Reasonable Accommodation Form
Admissions - Certificate of Disability Recommended Certification Procedures
Admissions - Certification for Need for 2BR Apartment Refund to Tenant Letter
Admissions - Certify for Move In Letter Rental Coupons for Community
Admissions - Home Visit Report Rental Coupons for Household
Admissions - Police Reference Form Request for HUD 50058
Admissions - Reconsider Appointment at Mgmt Office Request to install outdoor personal items
Admissions - Reconsider Appointment by Phone Resident Service - Enroll in Program
Admissions - Rejected First Offer Resident Services - Referred to Program
Admissions - Rejected Second Offer Resident Services - Removed from Program
Admissions - Remove per Applicant Rural Development - Vacancy Relocation Statement
Admissions - Remove per Mgmt Office Scheduled Receivable Rent Bill
Admissions - Unit Offer Letter Sec 8 Mod Rehab Family Statement
Admissions - Wait List Acceptance Letter Sec 8 Mod Rehab Lease Addendum
Admissions - Wait List Reconsider Application Second Cable Hook Up Permission
Admissions - Wait List Reject - No Reconsideration to Appeal Security Deposit Deferred Letter
Admissions - Wait List Reject Letter Security Deposit Owe Letter
Admissions - Wait List Reject Letter - Credit Security Deposit Refund Letter
Admissions - Wait List Reject Letter
- Did Not Respond to Notice		 Self-Certification of Medical Insurance Deductible
Affirmative Fair Housing Marketing Plan Service Call, Unfounded
Annual Recert - 1st Reminder Notice   Seven Day Notice for REAC Inspection
Annual Recert - 2nd Reminder Notice Shed - Installing
Annual Recert - 3rd Reminder Notice 
Notice of Termination		 Sixty (60) day Notice to Vacate
Annual Recert - Annual Inspection Form Spectrum - 30 Day Recert Warning
Annual Recert - Annual Lease Amendment Spectrum - 60 Day Notice
Annual Recert - Appointment Bank/Stock Sheet Spectrum - 90 Day Notice
Annual Recert - Appointment Letter - Elderly Spectrum - Affidavit of Estrangement
Annual Recert - Cover Letter Spectrum - Annual Recert Notice
Annual Recert - Disposal of Asset Spectrum - Annuity Verification
Annual Recert - First Notice for Medical Forms Spectrum - Application
Annual Recert - LIHTC - Recertification Update Spectrum - Application for Housing - Legal
Annual Recert - Mail Bank/Stock Sheet Spectrum - Asset Income Verification
Annual Recert - Mail Out Recert Package Letter Spectrum - Authorization to Release Information
Annual Recert - Move In Packet Spectrum - Certification Worksheet
Annual Recert - Request for Current Social Security Benefit Info Spectrum - Child Support or Alimony Verification - Alimony
Annual Recert - Request for Joint Signature Spectrum - Child Support or Alimony Verification
- CS Paying
Annual Recert - Request for Missing Paperwork Spectrum - Child Support or Alimony Verification
- CS Receiving
Annual Recert - Request for missing Social Security Info Spectrum - Compliance Monitoring Status
Annual Recert - Second Request for Social Security Info Spectrum - Court Verification of Child Support - Alimony
Annual Resident Survey Spectrum - Court Verification of Child Support - CS
Application for Additional Household Member Spectrum - Interview Checklist
Binder Cover Sheet Spectrum - Landlord Reference
Binder Spine Spectrum - Lease Addendum - 140% Rule
Blank Stationery Spectrum - Lease Addendum - 1987-89 Family Composition
Carpet Maintenance Spectrum - Lease Addendum - Fraud
Ceiling Fan Installation Spectrum - Lease Addendum - Income Limits
Certificate of Disability Spectrum - Lease Addendum - Lease Renewal
Certify Household - Contact Office for Apt Availability Spectrum - Lease Addendum - Rent Discount
Collection Letter (Existing Charges) Spectrum - Lease Addendum - Six Month Requirement
Community Rules and Regulations Spectrum - Lease Addendum - Smoke Detector
Contract Rent Increase Letter for 515 Properties Spectrum - Lease Addendum - Tax Credit Eligibility and Maximum Rent
Conventional - Letter to Voucher Tenant notifying of increase in rent Spectrum - Lease Addendum - Utility Allowance
Conventional Lease Amendment Spectrum - Life Insurance Verification
Conventional Lease Amendment - 2nd Notice  Spectrum - Live-in-Attendant Verification
Conventional Letter notifying NHHFA Voucher tenant - rent increase Spectrum - No Change in Income Statement
Conversion - Accounting Checklist Spectrum - Pension Verification
Conversion - Manual Conversion Checklist Spectrum - Public Assistance TANF Verification
Conversion - Post Conversion Checklist (Electronic) Spectrum - Real Estate Asset Worksheet
Conversion - Pre-Conversion Checklist (Electronic) Spectrum - Real Estate Verification
Correction to Annual Recert Letter Spectrum - Recertification Update
Countertop Replacement Spectrum - Recommended Certification Procedures
Criminal Report Disclaimer - Move In Spectrum - Recommended Order for Tenant File
Damages - Invoice Spectrum - Recurring Gifts and Contributions Verification
EFT - Authorization for Pre-Arranged Payments Form Spectrum - Section 8 Income Verification
EFT - Confirmation Letter Spectrum - Self Employment Affidavit
EFT - Electronic Rent Set Up Letter Spectrum - SS&SSI Verification
EFT Info Letter for New Households Spectrum - Student Status Household Verification
EFT Termination Letter Spectrum - Student Status Household Verification-Not All Students
Eviction - Notice to Quit  Spectrum - Telephone Verification
Eviction - Rent Payment, Acceptance of Spectrum - Tenant Selection Criteria
Eviction for Rules Spectrum - Trust Account Verification
Eviction Letter- Fourth in Year Spectrum - Unemployed Status Affidavit
Eviction, Money Still Due to Cure Payment Spectrum - Unemployment Verification
Fax - Blank Spectrum - Vacant Unit Rule Tracking Sheet
Fax - Employment Spectrum - Verification of Terminated Employment
Fax - Financial Spectrum - Verification Tracking Sheet
Fax - Health Insurance Spectrum - Veteran's Pension Verification
Fax - Maintenance Tax Credit -- Affidavit of No Child Support/Alimony
Fax - Maintenance - Move In Tax Credit - Assets Under 5,000 Asset Verification
Fax - Medical Tax Credit - Low Income Lease Rider
Final Collection Letter - Unpaid Rent Tax Credit Student Certification
General Conflict Letter Tax Credt - Addendum to PA TIC 
General Release Form Tenant Damages - 1st Collection Letter
Gross Rent Change Letter Tenant Damages - 2nd Collection Letter
Household Composition Change Letter Unreported Income Letter
HUD - Declaration of Section 214 Status USDA, 515 Grievance Procedures
HUD - Ethnicity and Racial Data  USDA, Transfer Relocation Statement
HUD - Is Fraud Worth It Utility Allowance Change - Interim Lease Amendment
HUD - REAC Rules on Blocked Egresses Utility Allowance Rent Change Letter
HUD - Things You Should Know Flyer Verification Family Self Certification of Disabilty Reimbursement
HUD Consent Form - Privacy Act Verification Form fields
HUD Fact Sheet for  Assisted Residents Verification of Ability to Comply w PHA Lease Iterms
HUD Resident's Rights and Responsibilities Verification of Alimony - Self Certification
Incident Report Verification of Alimony Payee
Incident Report Acknowledgement Verification of Annuity
Initial Notice of Annual Recertification - Annual Verification of Bank Accounts
Initial Notice of Recertification - Move In Verification of Child and Handicap Care
Interim - First Notice for Paperwork Verification of Child Support Enforcement Form
Interim - Second Notice for Paperwork Verification of Child Support Paying Form
Interim Lease Amendment Verification of Child Support Receiving Form
Interim Letter Verification of Community Service - Public Housing
Interim Letter - Assign Rental Assistance - 515 Verification of Doctor Expenses
Interim Letter - Loss of Spouse Verification of Doctor/Hospital Credit
Invoice for Security Deposit Charges Verification of Educational Assistance
Label Document Verification of Employment
Landlord Reference Form Verification of Employment Leave of Absence
Late Notice Rent - One Household Verification of Eye Doctor/Glasses
Late Notices - Pet Deposit Verification of Full Time Student Status - Self Certification
Late Notices Promissory Note Verification of Handicap Assistance Expenses
Late Notices Rent Verification of Health Insurance
Lead Based Paint - Information Brochure Verification of Hearing Aid Costs
Lead Paint Disclosure Form Verification of Home Health Care
Lease Verification of Individual or Agency Providing Assistance To an Applicant
Lease - Mass Section 8  Verification of Life Insurance Policy
Lease - NH Section 8 Verification of Military Pay
Lease - NH Section 8/515 Verification of Mutual Fund
Lease - VT Section 8/515 Verification of Pension and Annuities
Lease Addendum - Fraud Verification of Personal Landlord Ref - Public Housing
Lease Addendum - Mold and Mildew  Verification of Pharmacy Expenses
Legal - Abandoned Property Verification of Pharmacy Over the Counter Expense
Legal - Agreement to extend Notice to Quit Verification of Real Estate
Legal Spine  Verification of Reasonable Accommodation Requirement
Letter Reqesting form for missing signature Verification of Self Employment Income
Maintenance -  Enter for Repairs Verification of Social Security - Instructions
Maintenance - A/C New Charge Letter Verification of Social Security - Mail Out
Maintenance - AC Installation Process Verification of State Assistance Benefits
Maintenance - Plumbing Inspection Verification of State Assistance Benefits - Elderly
Maintenance - Tile Verification of Status as a Full-time Student
Maintenance - Turnover Checklist Verification of Stocks, Mutual Funds, or Annuities
Maintenance - Unauthorized Vehicle - Unknown Verification of Termination of Employment
Maintenance - Unit Definition Verification of Termination or Reduction in Welfare Benefits
Maintenance Entering Apt., Tenant Not Home Verification of Unemployment Benefits
Maintenance Reference Form Verification of VA Benefits
Marketing - Resident Referral Incentive Letter Verification of Zero Income
MASS Chapa - Accessible Housing Form Verification of Zero Income - Annual Recert Only
Mass Housing Claims Form Vermont -Return of Service Acknowledgement for Eviction
Massachusetts - Acknowledgement of Service - Eviction Vermont Welfare Calculation Worksheet
Massachusetts Security Deposit Letter Violation - Air Conditioner in Window
Master Key #1 Violation - Alcohol
Master Key #2 Violation - Appliances, Unauthorized
Merge Fields for Documents Violation - Babysitting
Minimum Rent Notification ($25)- Section 8 Violation - Behavior, Guest
Move In - For Your Records Violation - Belongings Stored in Hallway, etc.
Move In - Lease Amendment - Agree to Transfer  Violation - Changing Locks
Move In - Massashuetts Security Deposit Receipt Violation - Children Behavior
Move In - Multiple Wait List Letter Violation - Children Picking Up Toys
Move In - Tenant File Review Worksheet Violation - Christmas Decorations
Move In Checklist Violation - Christmas Lights
Move In Letter Violation - Cooking left unattended
Move In Resident Survey Violation - Cooking with Grills
Move Out - Death - Letter to Family Violation - Cooking, Frying
Move Out Instructions - Nofity Management Company  Violation - Damages and Future Billing
Move Out Survey Violation - Damages, Schedule Inspection
MSHA Notice of Termination Violation - Disconnected Utilities 
MSHA Unpaid Rent/Damage Claim Violation - Disturbance
MSHA Vacancy Claim Form Violation - Doors Being Kept Open
NH - Acknowledgement of Service- Demand for Rent Violation - Faucets
NH - Acknowledgement of Service- Notice to Quit Violation - Feeding Animals
NH - Demand for Rent Notice Violation - Grease Down Drains
NHHFA Certificate - Student Status Violation - Housekeeping
Notice to Terminate - Over Income 515 Violation - Housekeeping, Fire Hazard
NSF (Insufficient Funds) First Time Letter Violation - Inspection, Failed
NSF (Insufficient Funds) Second Time Letter Violation - Laundry, Leaving Clothes
Office Lease Renewal Letter Violation - Lawns, Pick Up
Over the Counter Medicine -Explanation Letter Violation - Lockout
Owe Money to Mgmt Co Violation - Odor, Offensive
Paint Violation - Parking Policy, Fire Lane, Drop Off
Pet Agreement Violation - Parking Policy, General
Phone Request Letter Violation - Parking Policy, Handicapped
Pre REAC Checklist  Violation - Parking, Visitor, etc.
Pre-Cert - Approved Violation - Pet, Unauthorized - Elderly
Pre-Cert - Contact Management Company Violation - Pet, Unauthorized - Family
Pre-Certify - Apartment Available Letter Violation - Pet, Visiting
Pre-Certify Cover Letter Violation - Plumbing, Unblocking Drains
Pre-Inspection Form Violation - Refusal for Repairs/Lockset Changed
Preinspection notification Violation - Smoking
Professional Reference Form Violation - Snow Removal, Final Warning
Promissory Note Violation - Snow Removal, First Notice
Promissory Note - 1st Month's Rent Violation - Snow Removal, Invoice for Shoveling
Promissory Note Coupons Violation - Snow, Block Heaters
Promissory Note Due Letter Violation - Speeding, Driving Recklessly
Promissory Note Letter Violation - Storage, Misc. & Other Vehicles
Public Housing - Asset Checklist Violation - Swing Set
Public Housing -- Certification of Non-Eligible Immigration Status Violation - Trash Disposal
Public Housing - Criminal Record Request Violation - Unauthorized Live-Ins
Public Housing - Zero Income Checklist Violation - Vehicle, Oil Leak
Public Housing Fact Sheet  Violation - Vehicle, Repairs, Washing
Public Housing Rent Choice Certification Violation - Vehicle, Uninspected or Unregistered
Public Housing Screening Requirements (Sample) Violation - Yard, Maintenance of
Public Housing- Worksheet For Income From Contributions Violation -Tenant Conflict - Not getting along -
Questionnaire Letter VSHA - Unit Status Report
REAC EH&S Certification VSHA Vacancy, Unpaid Rent, Damage Claim