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- Real Estate Document Vault
- Who it's for
- Property document portfolios
Property document portfolios
A team responsible for several properties needs a consistent way to find the right packet and the person accountable for it. Each property definition belongs to an organization and can carry an effective period and policy reference. Each packet links back to that definition, gives the current status and keeps the parcel identifier and owner visible. The overview page helps the team see packets, title versions and unresolved actions together.
How Real Estate Document Vault is set up for you
Property definition
Admin keeps active property records and organization links accurate before packets are opened.
Working queue
Packet Owner sees collected, indexed and reviewed packets by status and follows the assigned work.
Evidence trail
Document Reviewer sees title outcomes and decision reasons beside the source packet.
Later inquiry
Records Auditor uses state history and operation receipts to explain an archived packet without changing the old record.
A team responsible for several properties needs a consistent way to find the right packet and the person accountable for it. Each property definition belongs to an organization and can carry an effective period and policy reference. Each packet links back to that definition, gives the current status and keeps the parcel identifier and owner visible. The overview page helps the team see packets, title versions and unresolved actions together.
Choose one organization and a few active properties with distinct parcel identifiers. Check the property codes, effective dates and policy references. Create packet owners from the People records and decide who can make a decision on a packet owned by someone else. Bring in a source document for each property and verify that its parcel reference points to the intended definition.
Review the status board during a working handoff. A collected packet should lead to source checking; an indexed one should lead to a revision decision; a reviewed one should prompt a scope and expiry check. Assign a follow-up for any ambiguous evidence and have the assignee record a resolution. After one packet is shared, use the history to explain its revision, decision and receipt. This gives the portfolio team an operating pattern grounded in each property's actual record.
Features to start with
Roles on the team
- Admin
- Maintains organizations, people, property definitions and access setup.
- Packet Owner
- Assembles and maintains the property packet and its assigned follow-up work.
- Indexing Operator
- Checks source evidence and records the indexed packet revision.
- Document Reviewer
- Records an independent decision against the packet revision and requests corrections.
- Sharing Manager
- Checks scope, approved review and receipt evidence before sharing or archiving a packet.
- Records Auditor
- Inspects packet history, source evidence, decisions and execution receipts.
Set up Real Estate Document Vault your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.