Property documents & expiry

Property documents & expiry

Every property and every lease has a Documents tab where your team can upload files associated with that record — and have the system remind them before any of them expire.

What you can upload

The Documents tab uses the same vault as the rest of Momentumpro. Files are stored privately on the tenant's storage disk. There's no per-document file size limit other than the 20 MB upload cap.

For properties, the available categories are:

• Title deed (Tabu)
• Mortgage / loan document
• Floor plan / blueprint
• Building permit
• Valuation / appraisal report
• Inspection report
• Insurance policy
• Property tax (Arnona)
• Municipal fees
• Utility bill
• Photo
• Other

For leases:

• Tenancy agreement (the signed contract)
• Renter ID copy
• Handover report (move-in / move-out condition)
• Inspection report
• Insurance policy
• Photo
• Invoice / receipt
• Other

Uploading

1. On the property or lease edit page, click the Documents tab.
2. Click Upload document.
3. Pick a category, give the document a title, and pick the file.
4. Optionally add a description, an issued date, an expiry date, and how many days before expiry you want the first reminder to fire (default: 30 days).
5. Save.

For categories that have a meaningful expiry — insurance, building permits, tenancy agreements, inspection reports, valuation reports — the Expires field is required. The form won't let you save until you provide a date.

How expiry reminders work

Once a document has an expires_at date, the platform's DocumentRemindersCommand (a daily scheduled task) watches it and fires alerts at three stages:

1. reminder_days_before days out (default 30) — the first warning.
2. 7 days out — a second, more urgent reminder.
3. On expiry day — final notice.

Each alert:

• Adds a row to the dashboard "Expiring soon" widget so the document is in front of the responsible employee every morning.
• Sends an email to the user who uploaded the document and to the property's responsible employee (set when you created the property).
• Generates an in-app notification visible from the bell icon top-right.

After expiry, the row stays in the dashboard widget marked Expired until you upload a renewal or delete the row.

Filtering & searching

The Documents tab table has built-in filters for:

• Category — narrow to just title deeds, just insurance, etc.
• Expiring within 30 days
• Expired

Use these on the property edit page to spot what needs renewing without leaving the property.

Permissions

Document upload, edit, and delete are gated by the same property permissions as the property itself. A user with view_property but not update_property can read and download documents on a property but can't upload new ones or delete existing ones. See Roles & permissions for the full breakdown.

Where to next

• Reminders
• Roles & permissions