▶ Contracts > Requests, Rental Contracts, Service Contracts

▶ Assets > Building view


Moderan provides you with the ability to keep various documents and records of events related to negotiations and contract updates as well as Building documentation in the Interactions & files block.


Example I: You have building certificates, documents, blueprints, and files from the Building Registry and want to ensure easy access to them at all times.



Example II: You need to keep track of maintenance/service agreements and insurance policies, including their expiration dates, to stay ahead of renewals and compliance requirements.



Uploading a File


To upload a File to Interactions & Files block:

  • Go to the Contracts (Rental, Service, Request) or Building view;
  • Scroll down to the Interactions & Files block, click  +ADD NEW and fill in all necessary info about the Document:


The fields in Pop-up table:

  • Date* - mandatory field. You may add documents with current date or dates in the past;
  • Assignee - by default it is set to the email of the person adding the File;
  • Type - choose the Type corresponding to the File you want to add (e.g. Contract) 
  • Description. Enter file description (ex: Contract signed, Appendix I, etc)
  • File url. If you are using external document management system, add here external URL leading to a file 
  • File (upload area). We support all file formats! Upload a Contract pdf, a Deed Act, any XLS sheets or pictures to store Contract related info inside Moderan.


NB! You can select or drag-n-drop multiple Files at once.

If by mistake wrong File has been uploaded and you want to change it, add a new line with the correct File and delete the previous line with the incorrect one.

Adding an Interaction


To add a record of the activity (Interaction):

  • Go to the Contracts (Rental, Service, Request) or Building view;
  • Scroll down to the Interactions & Files block, and click  +ADD NEW and fill in all necessary info about the Interaction:


The fields to fill-in:

  • Date* - mandatory field. You can add interactions with current date or dates in the past for ones that already happened. You may add future dates to keep reminders about upcoming tasks/events
  • Assignee - by default it is set to the email of the person adding the Interaction
  • Type - choose the Type "Interaction"
  • Description - Enter the description of the event
  • File / File url - in case you want to add a File to your Interaction


Setting Tasks and Reminders


When the interaction is saved with a future date, Moderan automatically sets a reminder.

Program indicates, that Interaction has a reminder by adding the Bell icon next to the date:


NB! Interaction reminders are sent personally to the email in the Assignee field, unlike the general Contract reminders.



Ending a Task or Reminder


To end a Task or Reminder set for the future (bell sign) or expired and not marked done (pink lines) click to Edit this interaction and add a tick to Mark as Done:



Hint! By default an interaction will be marked as done automatically, if you are adding it with date in the past or today (not future). You can always remove tick manually, if needed.


Types of Interactions & files in Moderan


In Moderan you can record various types of files and activities. By default Interaction & Files have the Following Types:

  • Certificate
  • Contract
  • Deed
  • Interaction
  • Other



Hint! For a better overview you might want to add more Document types (Insurance, Plans, Technical documents, etc.), this can be done by Admin users in the Admin > Settings section:



We highly recommend maintaining records of Contracts and Deeds (such as Acts of Space Transfer or Amendments related to Monthly Rent changes) and setting future Meeting dates to remind yourself (or other active users) of potential term changes following negotiations. 


Interactions & files in Requests

▶ Contracts > Requests


All Interaction & file block will be transferred automatically to Rental Contracts, when the Request is converted to Contract.



Adding Interactions & files to the Request is exactly the same process as adding them to the Contracts.


Documents

▶ Contracts > Documents

▶ Assets > Documents


All files uploaded in the Interactions & files block are gathered together under the Documents tab:


Documents grid works the same way as any other grid in Moderan:

  • You can arrange columns in certain order (by grabbing column header and dragging it to a desirable place);
  • You can sort columns by ascending or descending order;
  • It is possible to Hide some columns or Show all of them;
  • You can Filter Documents by certain criteria (File Name, document Type, Date, Property, etc.);
  • It is possible to search through all Documents uploaded in your entire Portfolio with the key words.
  • Documents list can be exported to Excel.