File Library | File Storage

Rentec Direct property management software includes File Libraries to store essential documents, files, pictures, reports, and voice messages. 

Each Rentec Direct account has:

• An Account File Library for all files, and each of the following has their own
• Properties
• Tenants
• Vendors
• Owners for PM clients

✨ Coming soon: A new File Library for Leads

Rentec Direct file libraries offer unlimited storage capacity. They are compatible with various file types to ensure safe storage of applications, rental agreements, work orders, pictures, and other property management documents. These include jpg, png, gif, txt, pdf, doc, and docx, along with zip, xls, wav, mp3, and mp4, as well as wmv, m4, mpg, rtf, odt, tif, tiff, BMP, xlsx, xlsm, mov, csv, psd, xml, jar, 7z, and rar. Additionally, webP files can be downloaded directly from files or attachments. As you upload files, an icon will appear next to each to help you quickly recognize the file type. If the system fails to identify a particular file type, it will accept the file and assign it a generic icon.

Pro Tip: If you're attempting to upload photos in a .jpeg format, you will want to change them to a .jpg format before uploading. 

Accessing File Libraries

To ensure the security of your data, subusers with Full permission will automatically have access to file libraries. Other subusers can be allowed access by changing the Allow access to the File Library settings in their Permissions.

Access the Account File Library

In your Rentec Direct account:

1. Click on Summary
2. Under Quick Access click on File Library

Access individual File Libraries

In your Rentec Direct account:

1. Click on Properties, Tenants, or Owners
   1. To access Vendors:
      1. Click on Settings
      2. Under Financial, click on Vendors & Payees
2. Right-click on the specific individual and select File Library

Upload Files

Click on Upload to select a single file or multiple files. A selection tool will appear allowing you to choose a file, hold down the CTRL key to select multiple of use the SHIFT key to select a consecutive range of files. After making your selections, click on Open, and the selected files will be uploaded to the library.

System Note: While your Rentec Direct software allows files up to 32 MB, your computer, browser, or internet connection might limit you to about 25 MB. 

Search and Sort

Quickly locate files using dropdown and custom search filters. To narrow the list even further, select a Date Range. After creating a list, click on the Name, Date Added, or Size headers to sort the files in ascending or descending order.

Clickable Links

Each file library has two clickable links under the title “File Library.” In the example above, the clickable link:

• “Properties” will navigate you to the Properties List
• “Unit A” will navigate you to the ledger of Unit A. 

After navigating away, use your page back option to return to the file library you are working in.

Context Menu Options

When in any of the file libraries, either right-click on the line item or click on the three dots to display the Context  Menu options listed below, then click directly on the option to perform the function. (The ‘Rotate Image’ option will only be available on uploaded images/photos)

• Preview File
• Download File
• Rename File
• Rotate Image (available for photos)
• File Sharing
• Delete File

Renaming Files

When files are uploaded to the library, Rentec Direct software automatically modifies identical filenames, such as 'Lease' or 'Contract,' by adding a number at the end to simplify organization. 

If you would like to change a file's name, right-click on the file and select 'Rename File' from the context menu. A text box will appear, allowing you to enter a new name for the file.

File Sharing  

The File Sharing option allows you to share documents with:

• Tenants
• Property owners
• Your Marketing page for Online Listings

Tenants and property owners with portal access can view shared documents in their portal. 

If a file is web-compatible and associated with a property, you can check "Use photo for listings." The photo will automatically be added to your Marketing Info page and displayed in your online listings. You can even indicate the Order the picture is to appear. This feature is handy for showcasing your properties and attracting potential tenants.

| Learn more about Sharing Files