Content
- Introduction
- How it works
- Information for residents
- Information for property management
- Support and further help
Introduction
OnBase is a document management system (DMS) in which contracts, statements, invoices and other documents are archived centrally. With this integration, Allthings shows residents the documents assigned to their tenancy directly in the Resident Portal. The documents remain in the archive system, and Allthings does not store any copies.
The integration is embedded as a micro-app in the Resident Portal and supported by Arcplace as the partner for the OnBase connection.
How it works
As soon as residents open the feature, Allthings automatically recognizes which tenancies the signed-in person belongs to. No input is required. The matching documents are then retrieved from the archive and displayed in folders by document type. When a document is downloaded, the file is loaded live from the archive.
- Documents on demand: Only the document types agreed with the archive operator are shown, for example rental contracts, addenda, service charge statements, invoices and reminders.
- Folder view: Documents are grouped by type. Types that cannot be assigned appear in the “Other” folder.
- Search, sort, filter: Search by document name, sort by name or date and narrow down the date range.
- Shared tenancies: For shared contracts, all persons involved see the related documents with their own account.
- No data copies: Documents are loaded live from the archive on every access.
Which documents are shown?
- Rental contract and addenda
- Adjustments (official forms, e.g. for rent changes)
- Permits
- Protocols and defect lists
- Rent invoices, service charge statements and other invoices
- Debt collection documents and reminders
- Security deposit documents
Which data is used?
- Allthings reads the profile of the signed-in person and their rental periods to determine the related rental contracts.
- Documents are loaded from the archive each time they are opened and are not stored in Allthings.
- Allthings does not send any data back to the archive.
Information for residents
You can find your documents in the main menu of the Resident Portal under My Documents. The name of the feature can be adjusted during setup; the default name is “My Documents”.
- Open: Tap “My Documents” in the main menu.
- Find: Expand a folder or use “Expand all”. Use the search field “Search documents…”, the sorting and the “Date range” filter (From/To) to narrow down the list.
- Download: Tap “Download” to save and open the document.
- Refresh: Use “Refresh” to reload the view from the archive.
If the message “No documents available” is displayed, no documents are currently assigned to your tenancy in the archive. If you are asked to contact your property management, your account is not yet linked to your rental contract. If your browser blocks the download, please try again in a different browser. Very large documents cannot always be downloaded in the Resident Portal. In these cases, please contact your property management.
Information for property management
Setup and activation
Setup and activation are usually carried out by the Allthings team. The prerequisites are:
- Access to the archive system has been provided by the archive operator.
- Tenancies and persons are correctly stored in Allthings via the ERP integration and linked to the documents in the archive.
- The document types to be displayed have been agreed with the archive operator.
The feature is then activated for the desired properties or the Resident Portal.
Management and control
During setup, you can define the name of the feature, its color, icon and display order in the main menu. The documents themselves are managed exclusively in the archive system. You make changes, additions or corrections to documents there, and they are shown automatically in Allthings the next time the feature is opened.
Make sure documents are tagged correctly in the archive: a document is shown exactly to the persons or rental contracts it is assigned to there. On request, the Allthings team can block individual documents. They are then no longer shown in the Resident Portal.
Introduction to residents
Inform your residents about the new feature, for example with a post in the communication center. Point out that the documents can be found in the main menu under “My Documents”.
Support and further help
For questions about setup or display, please contact the Allthings support team. Please clarify questions about the content and filing of documents in the archive with the archive operator.