Document Repository For APIC Customer Orders

We have created a new Feature for Property Managers called Document Repository. This feature allows Property Managers to upload and store PDF files on eStrataHub. Each document type, including custom documents they define, can have the individual delivery settings they prefer. This documentation helps explain what the customer will see if the Property Manager has this feature activated on their account and the customer places an order through eStrataHub.

If the property manager has the repository enabled for the customer and has the repository setting set to Repository if Available but no auto delivery options enabled then the customer will see the ordering screen as below.

The red arrows (just for screen shot purposes) indicate the documents that have been uploaded into the repository by the property management company. You will see the Rules (choose desired docs below) and then below that the actual document to select, the Depreciation Report (choose desired docs below) and then below that the actual document to select, the Engineering Report (choose desired docs below) and then below that the actual document to select, the Annual General Meeting Minutes (choose desired docs below) and then the actual document to select. The other documents just show as they used to because they have not been uploaded into the repository by the property management company.

You will also notice that the price that displays for the repository documents will be the total final price excluding taxes. The system can calculate the per page fees, and document fees for those documents as they have already been uploaded into the repository (system). The regular documents will not have the total price displayed. They will show as they did before because they have not been uploaded into the repository (system) so the final total (per page fees) cannot be calculated. They will be calculated as they were before when the property management company fills the order.

When you start selecting documents that is when the floating order estimate box may change. If you just select documents not in the repository the floating order estimate box does not change until you select a delivery date (the estimate box will say Select Due Date), and have $0.00 for the estimate.

When you select a non-repository document and select a delivery date then the floating estimate box will give you the estimate of the order.

If you select only repository documents the floating order estimate box will show the estimate of the order then but it will say Same Day delivery. It isn’t until you select a delivery date that the system will give you a correct estimate of the order.

If you select non-repository and repository documents on the order then you must select a delivery date for the floating estimate box to reflect the correct estimated amount of the order. For all the options listed above, the order will be delivered as it is now.

If the property manager has the repository enabled for the customer and the settings are set to Only Repository, but no auto delivery options enabled, then the customer will only see documents available to order that are in the repository.

The price will display beside the documents because they are in the repository (system) and the system can calculate the per page fee etc. A delivery date will have to be selected to get the correct estimate of the order. The order will be delivered as it is now.

If the property manager has the repository enabled for the customer and the settings are set to No Repository, but no auto delivery options enabled, then the customer will only see documents available to order that are not in the repository. You would have to select documents and a delivery date to see the estimated cost of the order. The order would be delivered the same as it is now.

If the property manager has the repository enabled for the customer, the delivery options set to Partial Delivery and the settings are set to Only Repository, then the customer will only see documents available to order that are in the repository. There will also be a column showing “Available Immediately” with a check mark beside the documents. Select which documents you require and the floating estimate box will give you the estimated cost of the order. The settings for this order will not require selecting a delivery date as only repository documents are available and they are set up to be delivered as soon as possible.

Once you get to screen 4 of the order you will see a message letting you know that the payment will go through immediately and your documents will be available from your order details screen. Click Place Order. Once you place the order you will see the credit card page that tells you the amount to be charged. There is no pre-auth done because the documents are only repo documents and they will be delivered immediately. Once you enter the credit card information and click the Continue and Pay you will be redirected to the order details page where you will see that the order status is complete and the download documents button is available to download your documents.

If the property manager has the repository enabled for the customer, the delivery options set to Partial Delivery and the settings are set to Repository if Available, then the customer will see documents available to order that are in the repository and not in the repository. There will also be a column showing “Available Immediately” with a check mark beside the document(s) that are available immediately. If you select only documents that are in the repository the floating estimate box will give you the estimated cost of the order. The settings for this order will not require selecting a delivery date as only repository documents are selected and they are set up to be delivered as soon as possible.

Once you get to screen 4 of the order you will see a message letting you know that the payment will go through immediately and your documents will be available from your order details screen. Click Place Order. Once you click place order you will see the credit card page that tells you the amount to be charged. There is no pre-auth done because the documents are only repo documents and they will be delivered immediately. Once you enter the credit card information and click Continue and Pay you will be redirected to the order details page where you will see that the order status is complete and the download documents button is available to download your documents.

If you select only regular documents you will not see an estimate for the order until you select a delivery date. The order will be delivered as a regular order.

If the property manager has the repository enabled for the customer, the delivery options set to Partial Delivery and the settings are set to Repository if Available, then the customer will see documents available to order that are in the repository and not in the repository. There will also be a column showing “Available Immediately” with a check mark beside the document(s) that are available immediately. If you select both types of documents (regular and repository) you will have to select a delivery date to see the estimated cost of the order.

'Once the order is placed and the property management company looks at it, they will see this message before they accept the order.

Once they accept the order they won’t be able to cancel it because the order contains documents that will be delivered automatically and documents that will be delivered normally. The payment does not go through until all the documents are delivered and the customer logs in to complete the payment. Once the property management company accepts the order the repository documents are delivered immediately and the non-repository documents are delivered normally.

Once the order is accepted by the property management company the customer will receive an email letting them know the order was accepted and some documents are available to them now.

The customer can then log in to their order details page and download the repository documents that were available immediately on their order details screen.

Once the rest of the order is sent to the customer and the order goes into Waiting for Payment status, the repository documents will not show on the order details page. When the payment is completed then all the documents will be available on the download documents page. The repository documents that were made available as above will not show on the order details screen anymore.

If the property manager has the repository enabled for the customer, the delivery options set to Partial Delivery and the settings are set to No Repository, then the customer will only see documents available to order that are not in the repository. You will have to select documents and a delivery date to see the estimated cost of the order. The order would be delivered the same as it is now.

If the property manager has the repository enabled for the customer, the delivery options set to Deliver All at Once and the settings are set to Only Repository, then the customer will only see documents available to order that are in the repository. There will also be a column showing “Available Immediately” with a check mark beside the documents. Select which documents you require and the floating estimate box will give you the estimated cost of the order. The settings for this order will not require selecting a delivery date as only repository documents are available and they are set up to be delivered as soon as possible.

Once you get to screen 4 of the order you will see a message letting you know that the payment will go through immediately and your documents will be available from your order details screen. Click Place Order. Once you place the order you will see the credit card page that tells you the amount to be charged. There is no pre-auth done because the documents are only repo documents and they will be delivered immediately. Once you enter the credit card information and click the Continue and Pay you will be redirected to the order details page where you will see that the order status is complete and the download documents button is available to download your documents.

'If the property manager has the repository enabled for the customer, the delivery options set to Deliver All at Once and the settings are set to Repository if Available, then the customer will see documents available to order that are in the repository and not in the repository. There will also be a column showing “Available Immediately” with a check mark beside the document(s) that are available immediately. Depending on if you pick only a regular document, only a repository document or a combination of both the “Available Immediately” column with either display or not display.

No Documents Selected, “Available Immediately” column displays.

Only Regular Documents selected, “Available Immediately” column does not display.

You will notice once you select only regular documents the “Available Immediately” column disappears. That is because the delivery options are set to “Deliver All at Once” so once you pick a regular document the immediate delivery is no longer available. You will have to select a delivery date to see the estimated cost of the order. The order will be delivered as a regular order.

Only Repository Documents selected, “Available Immediately column displays.

You will notice once you select only repository documents the “Available Immediately” column displays. That is because the delivery options are set to “Deliver All at Once” so only picking repository documents allows the immediate delivery of the documents. If you select only documents that are in the repository, the floating estimate box will give you the estimated cost of the order. The settings for this order will not require selecting a delivery date as only repository documents are selected and they are set up to be delivered as soon as possible.

Once you get to screen 4 of the order you will see a message letting you know that the payment will go through immediately and your documents will be available from your order details screen. Click Place Order. Once you click place order you will see the credit card page that tells you the amount to be charged. There is no pre-auth done because the documents are only repo documents and they will be delivered immediately. Once you enter the credit card information and click Continue and Pay you will be redirected to the order details page where you will see that the order status is complete and the download documents button is available to download your documents.

Regular and Repository Documents selected, “Available Immediately” column does not display.

You will notice once you select repository and regular documents the “Available Immediately” column disappears. That is because the delivery options are set to “Deliver All at Once” so once you pick a regular document the immediate delivery is no longer available. You will have to select a delivery date to see the estimated cost of the order. The order will be delivered as a regular order.

If the property manager has the repository enabled for the customer, the delivery options set to Deliver All at Once and the settings are set to No Repository, then the customer will only see documents available to order that are not in the repository. You will have to select documents and a delivery date to see the estimated cost of the order. The order would be delivered the same as it is now.

Note:

- If the property management company has any one of the Additional Delivery options set up on their account (which allows customers to choose an additional delivery option such as fax, mail, courier or pick up) then those options will not display for the customer if the order contains only repository documents that will be delivered immediately/automatically.

- If the order contains documents that are repository documents and they are delivered immediately/automatically the order cannot be cancelled.

- If there are documents on the order that are repository documents and they are delivered immediately/automatically there will be no priority fee for those documents and the system will calculate the estimated cost with that in mind.