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 covering 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, which is then 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 recertification 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 all documentation 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 300 Word-mergeable template documents are provided in Bostonpost Property Manager®. Users can modify or add any documents as needed. Listed here are documents available.

Admissions - Additional Information Required Letter Public Housing - Criminal Record Request
Admissions - Annual Waitlist Update Public Housing - Zero Income Checklist
Admissions - Applications Public Housing Rent Choice Certification
Admissions - Certificate for Need for H/C Apartment Public Housing- Worksheet For Income From Contributions
Admissions - Certificate of Disability Questionnaire Letter
Admissions - Certification for Need for 2BR Apartment REAC EH&S Certification
Admissions - Certify for Move In Letter Reasonable Accommodation - Absence over 60 days
Admissions - Home Visit Report Reasonable Accommodation Approved Letter
Admissions - Police Reference Form Reasonable Accommodation Denied Letter
Admissions - Reconsider Appointment at Mgmt Office Reasonable Accommodation Form
Admissions - Reconsider Appointment by Phone Refund to Tenant Letter
Admissions - Rejected First Offer Rental Coupons for Household
Admissions - Rejected Second Offer Request for HUD 50058
Admissions - Remove per Applicant Request to install outdoor personal items
Admissions - Remove per Mgmt Office Resident Service - Enroll in Program
Admissions - Unit Offer Letter Resident Services - Referred to Program
Admissions - Wait List Acceptance Letter Resident Services - Removed from Program
Admissions - Wait List Reconsider Application Revision to HUD Verification Forms
Admissions - Wait List Reject - No Reconsideration to Appeal Rural Development - Vacancy Relocation Statement
Admissions - Wait List Reject Letter Scheduled Receivable Rent Bill
Admissions - Wait List Reject Letter - Credit Sec 8 Mod Rehab Family Statement
Admissions - Wait List Reject Letter
- Did Not Respond to Notice		 Sec 8 Mod Rehab Lease Addendum
Affidavit of Self-Employment Income Security Deposit Deferred Letter
Affidavit of Full-Time Student Status -- Self-Certification Security Deposit Owe Letter
Affidavit of Medical Insurance Deductible Security Deposit Refund Letter
Affirmative Fair Housing Marketing Plan Service Call, Unfounded
Annual Recert - 1st Reminder Notice   Seven Day Notice for REAC Inspection
Annual Recert - 2nd Reminder Notice Sixty (60) day Notice to Vacate
Annual Recert - 3rd Reminder Notice 
Notice of Termination		 Social Security Statement Request
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 - LIHTC - Recertification Update Spectrum - Application
Annual Recert - Mail Bank/Stock Sheet Spectrum - Application for Housing - Legal
Annual Recert - Request for Current Social Security Benefit Info Spectrum - Asset Income Verification
Annual Recert - Request for Missing Paperwork Spectrum - Authorization to Release Information
Annual Recert - Request for missing Social Security Info Spectrum - Certification Worksheet
Annual Recert - Second Request for Social Security Info Spectrum - Child Support or Alimony Verification - Alimony
Annual Resident Survey Spectrum - Child Support or Alimony Verification
- CS Paying
Application for Additional Household Member Spectrum - Child Support or Alimony Verification
- CS Receiving
Binder Cover Sheet Spectrum - Compliance Monitoring Status
Binder Spine Spectrum - Court Verification of Child Support - Alimony
Blank Stationery Spectrum - Court Verification of Child Support - CS
Bostonpost Master Documents Spectrum - Interview Checklist
Ceiling Fan Installation Spectrum - Landlord Reference
Certificate of Disability Spectrum - Lease Addendum - 140% Rule
Certify Household - Contact Office for Apt Availability Spectrum - Lease Addendum - 1987-89 Family Composition
Collection Letter (Existing Charges) Spectrum - Lease Addendum - Fraud
Community Rules and Regulations Spectrum - Lease Addendum - Income Limits
Contract Rent Increase Letter for 515 Properties Spectrum - Lease Addendum - Lease Renewal
Conventional Lease Amendment - 2nd Notice  Spectrum - Lease Addendum - Rent Discount
Conventional Letter notifying NHHFA Voucher tenant - rent increase Spectrum - Lease Addendum - Six Month Requirement
Correction to Annual Recert Letter Spectrum - Lease Addendum - Smoke Detector
Countertop Replacement Spectrum - Lease Addendum - Tax Credit Eligibility and Maximum Rent
Criminal Report Disclaimer - Move In Spectrum - Lease Addendum - Utility Allowance
Damages - Invoice Spectrum - Life Insurance Verification
EFT - Authorization for Pre-Arranged Payments Form Spectrum - Live-in-Attendant Verification
EFT - Confirmation Letter Spectrum - No Change in Income Statement
EFT Termination Letter Spectrum - Pension Verification
Eviction - Notice to Quit  Spectrum - Public Assistance TANF Verification
Eviction - Rent Payment, Acceptance of Spectrum - Real Estate Asset Worksheet
Fact Sheet Spectrum - Real Estate Verification
Fact Sheet -- PIH_HCV-Spanish Spectrum - Recertification Update
Fax - Blank Spectrum - Recommended Certification Procedures
Fax - Employment Spectrum - Recommended Order for Tenant File
Fax - Financial Spectrum - Recurring Gifts and Contributions Verification
Fax - Health Insurance Spectrum - Section 8 Income Verification
Fax - Maintenance Spectrum - Self Employment Affidavit
Fax - Maintenance - Move In Spectrum - SS&SSI Verification
Fax - Medical Spectrum - Student Status Household Verification
Final Collection Letter - Unpaid Rent Spectrum - Student Status Household Verification-Not All Students
General Conflict Letter Spectrum - Telephone Verification
General Release Form Spectrum - Tenant Selection Criteria
Gross Rent Change Letter Spectrum - Trust Account Verification
Household Composition Change Letter Spectrum - Unemployed Status Affidavit
HUD - Declaration of Section 214 Status Spectrum - Unemployment Verification
HUD - Declaration of Section 214 Status Citizenship Verification Consent Spectrum - Vacant Unit Rule Tracking Sheet
HUD - Ethnicity and Racial Data  Spectrum - Verification of Terminated Employment
HUD - Is Fraud Worth It Spectrum - Verification Tracking Sheet
HUD - Is Fraud Worth It -- Spanish Spectrum - Veteran's Pension Verification
HUD - REAC Rules on Blocked Egresses Tax Credit -- Affidavit of No Child Support/Alimony
HUD Consent Form - Privacy Act Tax Credit - Low Income Lease Rider
HUD Resident's Rights and Responsibilities Tax Credit - Assets Under 5,000 Asset Verification
HUD - 91066 Certification of Violence Tax Credit Student Certification
HUD - 91067 Lease Addendum VAWA Tax Credit - Addendum to PA TIC 
Incident Report Tenant Damages - 1st Collection Letter
Incident Report Acknowledgement Tenant Damages - 2nd Collection Letter
Initial Notice of Annual Recertification - Annual Unreported Income Letter
Initial Notice of Recertification - Move In USDA, 515 Grievance Procedures
Interim - First Notice for Paperwork USDA, Transfer Relocation Statement
Interim - Second Notice for Paperwork Utility Allowance Change - Interim Lease Amendment
Interim Letter Utility Allowance Rent Change Letter
Interim Letter - Assign Rental Assistance - 515 Verification Cover Letter
Interim Letter - Loss of Spouse Verification of Ability to Comply w PHA Lease Iterms
Invoice for Security Deposit Charges Verification of Alimony - Self Certification
Label Document Verification of Alimony Payee
Landlord Reference Form Verification of Annuity
Late Notices - Pet Deposit Verification of Bank Accounts
Late Notices Promissory Note Verification of Child and Handicap Care
Late Notices Rent Verification of Child Support Enforcement Form
Lead Based Paint - Information Brochure Verification of Child Support Paying Form
Lead Paint Disclosure Form Verification of Child Support Receiving Form
Lease Verification of Community Service - Public Housing
Lease Addendum - Fraud Verification of Doctor Expenses
Lease Addendum - Mold and Mildew  Verification of Doctor/Hospital Credit
Legal - Abandoned Property Verification of Educational Assistance
Legal - Agreement to extend Notice to Quit Verification of Employment
Legal Spine  Verification of Employment Leave of Absence
Letter Reqesting form for missing signature Verification of Eye Doctor/Glasses
Maintenance - AC Installation Process Verification of Family Self Certification of Disability Reimbursement
Maintenance - Turnover Checklist Verification of Handicap Assistance Expenses
Maintenance - Unauthorized Vehicle - Unknown Verification of Health Insurance
Maintenance - Unit Definition Verification of Hearing Aid Costs
Maintenance Entering Apt., Tenant Not Home Verification of Home Health Care
Maintenance Reference Form Verification of Individual or Agency Providing Assistance
Marketing - Resident Referral Incentive Letter Verification of Life Insurance Policy
MASS Chapa - Accessible Housing Form Verification of Military Pay
Mass Housing Claims Form Verification of Mutual Fund
Massachusetts - Acknowledgement of Service - Eviction Verification of Pension and Annuities
Massachusetts Security Deposit Letter Verification of Personal Landlord Ref - Public Housing
Master Key #2 Verification of Pharmacy Expenses
Merge Fields for Documents Verification of Pharmacy Over the Counter Expense
Minimum Rent Notification ($25)- Section 8 Verification of Real Estate
Move In - For Your Records Verification of Reasonable Accommodation Requirement
Move In - Lease Amendment - Agree to Transfer  Verification of Social Security - Instructions
Move In - Massashuetts Security Deposit Receipt Verification of Social Security - Mail Out
Move In - Multiple Wait List Letter Verification of State Assistance Benefits
Move In - Tenant File Review Worksheet Verification of State Assistance Benefits - Elderly
Move In Checklist Verification of Status as a Full-time Student
Move In Resident Survey Verification of Stocks, Mutual Funds, or Annuities
Move Out - Death - Letter to Family Verification of Termination of Employment
Move Out Instructions - Nofity Management Company  Verification of Termination or Reduction in Welfare Benefits
Move Out Survey Verification of Unemployment Benefits
MSHA Notice of Termination Verification of VA Benefits
MSHA Unpaid Rent/Damage Claim Verification of Zero Income
MSHA Vacancy Claim Form Vermont Welfare Calculation Worksheet
NH - Acknowledgement of Service- Notice to Quit Violation - Appliances, Unauthorized
NH - Demand for Rent Notice Violation - Christmas Decorations
NHHFA Certificate - Student Status Violation - Christmas Lights
Notice to Terminate - Over Income 515 Violation - Cooking with Grills
NSF (Insufficient Funds) First Time Letter Violation - Cooking, Frying
NSF (Insufficient Funds) Second Time Letter Violation - Damages and Future Billing
Owe Money to Mgmt Co Violation - Damages, Schedule Inspection
Paint Violation - Disconnected Utilities 
Pet Agreement Violation - Feeding Animals
Phone Request Letter Violation - Grease Down Drains
Pre REAC Checklist  Violation - Inspection, Failed
Pre-Cert - Approved Violation - Laundry, Leaving Clothes
Pre-Cert - Contact Management Company Violation - Lockout
Pre-Certify - Apartment Available Letter Violation - Odor, Offensive
Pre-Certify Cover Letter Violation - Pet, Unauthorized - Elderly
Pre-Inspection Form Violation - Smoking
Preinspection notification Violation - Snow Removal, Invoice for Shoveling
Professional Reference Form Violation - Snow, Block Heaters
Promissory Note Violation - Swing Set
Promissory Note - 1st Month's Rent Violation - Unauthorized Live-Ins
Promissory Note Coupons Violation - Yard, Maintenance of
Promissory Note Due Letter VSHA Vacancy, Unpaid Rent, Damage Claim
Public Housing - Asset Checklist Waitlist Label
Public Housing -- Certification of Non-Eligible Immigration Status