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Real Estate Document Vault
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Real Estate Document Vault · Available now

Trace property packets from collection through review and sharing.

A title or escrow team can keep a property packet, its title document versions and the evidence behind a decision in one working record. Each packet has a property definition, organization, owner, document date, parcel identifier, document type and sharing expiry.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewCollected Packets
Real Estate Document Vault · Property packets

Collected Packets

indexed waits for the indexing operator

New property packet
Property packets in view
6
Collected
6
NumberNameDocument dateStatusOwnerDefinition
PP-42114Harbor Lofts closing packet12 OctCollectedNadia CalderElm Row
PP-29165Cedar Court title packet02 NovCollectedMiles OkaforNorth Quay Offices
PP-91767Elm Row lender packet16 OctCollectedElena DuarteElm Row
PP-46318Willow Place due diligence packet13 OctCollectedNadia CalderNorth Quay Offices
PP-12189North Quay lease packet14 OctCollectedElena DuarteStonegate Plaza
6 of 6 records
Harbor Lofts closing packetProperty packets · PP-42114
Collected
Document date12 Oct
OwnerNadia Calder
DefinitionElm Row
Parcel identifierAPN 081-442-17
Record Review DecisionPP-42114 · Harbor Lofts closing packet

Document Reviewer approves, returns or rejects the exact packet revision.

Waiting for Document Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
15
Roles with set permissions
6
Reports and dashboards
8
Features

Work from the property packet

Every feature works on the same records. Pick one to see the screen your team works in.

Property packets

Keep a property's source documents, owner, revision and sharing scope together.

  • Property identity
  • Ownership
  • Sharing scope
  • Property packets
  • Properties
  • Organizations
  • People
  • State history
Explore property packets
OverviewReviewed Packets for Sharing
Real Estate Document Vault · Property packets

Reviewed Packets for Sharing

Shared waits for the sharing manager

New
NumberNameRevisionContent hashSharing expiresOwner
PP-28879Harbor Lofts closing packet40sha256:1f9a4c82b7d012 OctMiles Okafor
PP-43044Cedar Court title packet280sha256:2a8d6e91c0f304 NovTheo Mensah
PP-61293Elm Row lender packet750sha256:3b7e5d02a9c426 OctJonas Lee
PP-64859Willow Place due diligence packet140sha256:4c6f8a13d2b503 NovCamila Rhodes
PP-36745North Quay lease packet550sha256:5d0a9b24e3c604 NovYara Hassan
6 of 6 records
Harbor Lofts closing packetProperty packets · PP-28879
Revision40
Content hashsha256:1f9a4c82b7d0
Sharing expires12 Oct
OwnerMiles Okafor
Example screen with sample data
Process

From source document to shared packet

Property packet review and sharing ships ready to use. One step needs a named approval before the work moves on: Record Review Decision (Document Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Collect Packet

    Identify the property, owner and source documents.

    Harbor Lofts closing packetPP-42114 · Packet Owner
    Collect PacketBy Packet Owner

  2. Verify Evidence

    Check each source file and external reference.

    Harbor Lofts closing packetPP-42114 · Indexing Operator
    Verify EvidenceBy Indexing Operator

  3. Index Revision

    Record the exact packet revision being reviewed.

    Harbor Lofts closing packetPP-42114 · Indexing Operator
    Index RevisionBy Indexing Operator

  4. Record Review Decision

    A Document Reviewer decides on that revision.

    Harbor Lofts closing packetPP-42114 · Document Reviewer
    Record Review DecisionBy Document Reviewer
    ApprovalDocument Reviewer approves, returns or rejects the exact packet revision.

  5. Confirm Scoped Share

    Check the scope, expiry and receipt evidence.

    Harbor Lofts closing packetPP-42114 · Sharing Manager
    Confirm Scoped ShareBy Sharing Manager

  6. Archive Packet

    Keep the final packet and its history available.

    Harbor Lofts closing packetPP-42114 · Sharing Manager
    Archive PacketBy Sharing Manager

Start with Packet indexing

Inside a record

Connect your document sources

Open any property packet to see its evidence documents, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Document date, Owner, Definition and Parcel identifier.

  2. 2
    Evidence documents

    Each line is linked to this property packet.

  3. 3
    Who works on it

    Admin, Packet Owner and Indexing Operator, each with their own permissions.

  4. 4
    Process stages

    Collect Packet, with the role that acts.

  5. 5
    Approvals

    Record Review Decision, with who decides.

Collected PacketsHarbor Lofts closing packet
Real Estate Document Vault · Property packets

Harbor Lofts closing packet

Elm Row · Collected

Log activity
1
Record details
Document date12 Oct
OwnerNadia Calder
DefinitionElm Row
Parcel identifierAPN 081-442-17
2
Evidence documents

Harbor Lofts closing packet

SourceTitleDocument date
Ash House sale packetHarbor Lofts recorded deed25 Oct
Pine Terrace survey packetCedar Court title commitment29 Oct
North Quay lease packetElm Row boundary survey13 Oct
Evidence documents
6
3

Who works on it

  • AdminManage Organizations, People, Properties, Users, source mappings
  • Packet OwnerManage property packets, title document versions, follow-up…
  • Indexing OperatorManage evidence documents, operation runs, operation steps…
4

Process stages

  • Collect PacketPacket Owner
5

Approvals

  • Record Review DecisionDocument Reviewer
    Approved
Example screen with sample data
Approvals

A decision tied to the revision

OverviewApprovals
Real Estate Document Vault · Overview

Approvals

Signed in as Document Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PP-28879Harbor Lofts closing packet
    sha256:1f9a4c82b7d0Requested by Miles Okafor
    Waiting2dActions
  • PP-43044Cedar Court title packet
    sha256:2a8d6e91c0f3Requested by Theo Mensah
    Waiting4dActions
  • PP-61293Elm Row lender packet
    sha256:3b7e5d02a9c4Requested by Jonas Lee
    Waiting5dActions
  • PP-64859Willow Place due diligence packet
    sha256:4c6f8a13d2b5Requested by Camila Rhodes
    Waiting3dActions

Who approves what

DecisionApprover
Record Review DecisionA Document Reviewer decides on that revision.Document Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Real Estate Document Vault to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains organizations, people, property definitions and access setup.

  • Manage Organizations, People, Properties, Users, source mappings
  • View property packets, state history

Roles and permissions

Reports

See what needs attention

Answer questions about packet progress, review outcomes and unresolved work.

Overview
Real Estate Document Vault · Overview

Real Estate Document Vault dashboard

This quarter

Follow-up actions in view
6
Open
3
In progress
3
Due date within 14 days
3

Property packets by status

How far records got this quarter

StageReachedStep
Collected41
Indexed2049%
Reviewed1050%
Shared550%

Number of property packets by status

Sample counts per stage

900
60Collected
80Indexed
50Reviewed
80Shared
90Archived
Example screen with sample data
  1. 01Packets by status

    Count property packets by Status and Organization to locate work awaiting indexing, review or sharing.

  2. 02Review decisions by outcome

    Compare Pending, Approved, Returned and Rejected decisions by Reviewer and decided at.

  3. 03Evidence verification register

    List evidence documents by Verified, verified by and document date for each packet.

  4. 04Title version outcome history

    Group title document versions under Parent and compare Sequence, Outcome and document date.

  5. 05Open follow-up workload

    Show follow-up actions by assigned to, Status and due date.

  6. 06Packet revision history

    Group state history by Source and order occurred at and source revision to explain status changes.

  7. 07Operation exception review

    Group operation steps under operation runs and compare step Status, run failure reason and step receipt fields.

  8. 08Sharing expiry register

    Show Shared property packets by sharing expires, Owner and Organization.

All reports and dashboards

Who it's for

For title and escrow teams

See how Real Estate Document Vault fits your kind of team.

Title operations

Organize title source documents and version decisions by property packet.

Escrow closing teams

Keep closing packet review and scoped sharing tied to a known revision.

Property document portfolios

Review document packet status and follow-up work across owned properties.

Controls

Trace every packet change

Each stage of property packet review and sharing names the role that acts and the status it records, so a change is never anonymous.

OverviewProperty packet review and sharing
Real Estate Document Vault · Process

Property packet review and sharing

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
3
Index Revision
Indexing Operator
StatusCollected → Indexed
Mark Reviewed
Sharing Manager
StatusIndexed → Reviewed
Confirm Scoped Share
Sharing Manager
StatusReviewed → Shared
Property packet review and sharing
  1. Start
    Index RevisionCollected → Indexed
    Indexing Operator
  2. Approval
    Record Review DecisionDocument Reviewer
    Document Reviewer
  3. Step
    Mark ReviewedIndexed → Reviewed
    Sharing Manager
  4. Step
    Confirm Scoped ShareReviewed → Shared
    Sharing Manager
  5. Step
    Archive PacketShared → Archived
    Sharing Manager
Example screen with sample data

See each stage in detail

AI agent

An assistant for packet work

Give your team an assistant that follows packet and review rules.

It can

  • Packet Owner: Show my collected packets and the open follow-up actions assigned to me.
  • Indexing Operator: Find unverified evidence for a packet and summarize its source references before indexing.
  • Document Reviewer: Bring together the pending decision, packet revision, title versions and evidence for review.
  • Sharing Manager: Check a reviewed packet's current decision, scope, expiry and operation receipt.

Stays with a person

  • A person verifies a source file, decides whether to approve a revision and confirms that an external receipt supports a share.
  • The assistant can gather the relevant records and point out a mismatch for that person's review.
  • Keep the named reviewer and actor on the actual decision and status change.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Real Estate Document Vault
  • Document source
  • Document delivery destination
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 15 tables
15tables
  • Property packets5
  • Title document versions4
  • Evidence documents4
  • Review decisions5
  • Sharing and execution6
  • Follow-up actions5
  • History and mappings7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the property set

    Add organizations, people and active property definitions with consistent codes and parcel references.

  2. Agree on authority

    Name the document source, verifier, independent reviewer and sharing manager. Set access to attachments and receipt evidence.

  3. Bring in a packet

    Add a representative packet with title versions and source evidence. Check that every reference points to the intended property.

  4. Rehearse a decision

    Index the source revision, record an Approved or Returned decision and resolve a follow-up against a corrected version.

  5. Rehearse sharing

    Check the expiry and document scope, record the external receipt and inspect the status history before expanding use.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Real Estate Document Vault.

All questions
How do I get started?

Click Get started, then use Proto to configure Real Estate Document Vault for your business. Begin with one organization, a representative property packet and the people who will own, verify, review and share it.

What belongs in a property packet?

A packet connects a property definition, organization, owner, document date and current status with its title versions and source evidence. Agree the parcel identifier and document type before indexing.

How are title document versions handled?

Each version belongs to a packet and carries a sequence, dates, source reference and outcome. A later observation stays distinguishable from the earlier one.

Who checks a source document?

The Indexing Operator checks the attachment and external reference and records verification with a named person. The Document Reviewer then considers the source as part of the packet decision.

What happens when review finds a problem?

The reviewer can return or reject the packet revision with a reason and evidence reference. A Packet Owner can assign corrective work and present a new revision for another decision.

Can a decision apply to a changed packet?

A review decision identifies the source revision considered. The Sharing Manager checks that revision against the packet before confirming a share.

How is a share confirmed?

The Sharing Manager checks scope and expiry, then compares the operation record with the external receipt evidence before recording the shared outcome.

Where does unfinished work appear?

Assigned follow-up actions carry a person, due date, status and resolution. Packet, review and operation views show related work that needs attention.

Can we inspect an older packet?

Archived packets retain their title versions, decisions, state history and operation records so a Records Auditor can explain the recorded path.

Set up Real Estate Document Vault your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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