Documents and filing
How to find, generate, upload, sign, share and correct documents, and how a project's required paperwork is tracked and packaged for HPD. It is written for back-office and compliance staff. The documents come from decisions made in running a project; which form each HPD order needs is in the HPD rulebook.
A document is one PDF plus a record of what it is (its type, such as an inspection report or a lab result), what it is filed under (its level: a project, a building, a unit, a client, the company, or a person), how far along it is (its status), and whether the client can see it.
Before you start
- Permissions. Reading documents needs the view-documents permission (or a view key for the area: financials for proposals and invoices, licenses for license files, field jobs for reports on your own jobs). Uploading, generating, signing, sharing and voiding need the manage-documents permission. Proposals and invoices are written from Money and Work.
- Record a decision for each HPD order on the project's Decide stage. The checklist and the HPD response documents appear only for decided orders.
- Assign a client to the building. A document can be shared with a client only if it has an owning client, which comes from the building's client (or the client it is filed under).
- Keep licenses current. The EPA certification slots on a project's checklist are filled from the license files under Settings → Licenses, not uploaded per project (team and roles).
The Documents page (/documents)
The page lists every document you may read, across all levels. It shows the newest, unvoided version of each.
- Tabs: All, Needs action, Company (company-level and person-level documents) and Platform library.
- Search by title, type, address, client or person.
- Filters: Level (Platform (internal), From the platform, Platform library, Company, Client, Building, Unit, Project, Person), Category (Regulatory filing, Report, Affidavit / certification, Lab result, Financial, Credential, Correspondence, Reference, Other), Type, Status (Draft, Issued, Signed, Notarized, Filed, Voided), Client, Building, Shared, Uploaded by, and include old versions and voided. A saved view keeps a filter set.
- Bulk actions: tick rows, then Share with client or Stop sharing. Documents that cannot be shared (no owning client, voided, a proposal or invoice, or company-level) are skipped, and the count says how many.
Needs action lists current documents that are waiting on a person: a draft waiting for its signature, a signed document waiting for its notary, or a final report, filing, affidavit or lab result that has not been shared with its client yet.
Click a row to open the document drawer. It shows the status, an Open PDF button, and:
| Section | What it does |
|---|---|
| Share with client / Stop sharing | Makes the document visible to, or hides it from, the portal |
| Sign | For types that need a signature, record the signer's name |
| Notarize | For types that need a notary, once signed, record the notary's name |
| Details | Filed under, client, category, what it needs, the file name, size and dates |
| Versions | Every version, each with Open |
| Orders covered | Which HPD orders this document answers (project documents only) |
| Activity | When it was filed, signed, notarized, shared or voided |
| Replace or void | Upload a new version, or Void with a reason |
Upload a document
Upload document (on the Documents page, and on a project's File tab) opens a dialog:
- Filed under: choose the level, then search for what it belongs to (a project, building, client, unit or person).
- Document type: only the types that level allows and that you may write are offered.
- Optionally a title (shown instead of the type name) and the orders it covers.
- Choose the PDF file and upload. A document that needs a signature starts as a Draft; one that does not (a report, a lab result) starts as Issued.
Status
| Status | Meaning |
|---|---|
| Draft | Waiting for a signature (HPD forms, affidavits, proposals) |
| Issued | Final and waiting for nobody: reports, lab results, invoices |
| Signed | The signer's name and time are recorded |
| Notarized | The notary's name and time are recorded |
A Filed status also exists in the catalog; the app has no action that sets it. From Issued onward a document is a record: you cannot edit it, only void it or replace it with a new version.
Share with the client
Sharing is per document, and only people with the manage-documents permission can do it. Use Share with client in the drawer or the bulk action. A client sees a document in the portal only when all of these hold:
- it is shared with that client;
- it is past Draft;
- it is not voided;
- it is not a proposal or an invoice. The one exception is an invoice you have marked sent, which the client sees through the portal's Invoices page.
The client is fixed at the moment you share: it is the building's client then. If the building later moves to another client, the old client keeps what was shared with them, and the new client sees nothing until you share again.
Correct a document
- New version. In the drawer, Upload a new version. The old version stays in the record as an old version, the orders it covered move to the new one, and the new one is shared if the old one was. A superseded version that was shared can still be opened by the client from its old link; Stop sharing it if it must go.
- Void. Void…, then give the reason. A voided document stays in the list (with include old versions and voided), fills no checklist slot and disappears from the portal. A void cannot be undone.
- Delete. A document is never deleted; only an upload that failed is removed.
- A license file's version is replaced from Settings → Licenses, not from the Documents page.
A project's File tab
The File stage of a project (/projects/:id?view=file) has three parts.
Compliance checklist
For each decided track, the checklist lists the document each order still needs, with a badge for what fills it. Fill slot opens a popover:
- Attach an existing document of that type to the order. Blocked appears, with the reason on hover, when the document's reuse rule does not allow it (some documents may cover several orders, some must be fresh for every filing, some are never reused).
- Upload a new one, which is linked to the order in one step.
EPA certification slots (INSP-EPA, SAMP-EPA, ABAT-EPA) work differently. They show as filled
when each person who did the work, and the firm, holds a current license with a file. Their
Credential button opens those files; to replace one, upload it under Settings → Licenses. A
slot missing a license says which person is missing it.
The checklist ignores voided and superseded documents. If it says a slot is missing but the document is on the project, check that it is current, not voided, linked to that order, and that its reuse rule allows it.
HPD response bundles and the library
HPD response bundles lists one row per decided track. Generate builds the HPD response document for that track (the certification, contestation, AF-5 or dismissal request that the decision calls for) and adds it to the library as a draft to sign. Regenerate appears when a newer decision was recorded after the document was generated. A row for an order that has no decision shows Decide instead, and a track whose orders need different forms (Form conflict) offers no Generate button.
The Project library below is the Documents page, locked to this project, with the same drawer.
Filing package
Assemble builds a filing package for the project. It generates any decided HPD response document that is missing, then records a package containing those documents plus the project's affidavit documents. Orders with no decision, or with a form conflict, are left out and the message says how many bundles need manual review. Each assembly adds a row to the package list (status and date).
A filing package is a record of which documents were gathered; it does not produce a merged PDF, and the list does not show its contents. To file with HPD, open the individual documents from the library and mail or upload them yourself. Assembling does not check the checklist, so a package can be assembled while required slots are still empty; read the checklist first.