Maintaining files in specific folders helps agents, owners, managers stay organized. The system will only automatically place a file in the Active or Archive folder under two conditions:
- Active - the file was submitted within the last 60 days.
- Archive - the file was submitted over 60 days AND that file remained in the Active folder.
When an agent moves a file, the system will offer an option to notify the renter/applicant.
By default, options to notify the renter will appear for two folders:
- Approved - the agent moves the file to Approved.
- Denied - the agent moves the file to Denied.
CONDITION
If the agent has Property Status Restrictions enabled, a third option will appear for:
- Archived - the agent moves the file to Archived.
This article covers the following,
- Active
- Approved
- Prop Status Restrictions (2 steps)
- Denied
- Prop Status Restrictions (2 steps)
- Archived
- Prop Status Restrictions (1 step)
Active
An Application file is Active if a renter has submitted within the last 60 days, or unless that Application file has been manually moved.
An agent can move files to and from different folders. When doing so,
Approved
An agent has decided an application file is approved, the file can be moved to the Approved folder.
When moving a file you will also have the option to send the applicant a notice of approval.
From Applicants > More options (...) > select Approve
Notify the applicant?
The application file has been moved to Approved. A confirmation message appears with an option to notify the renter:
CONDITION
Property Status Restrictions
When property status restrictions are enabled, the agent will have two steps with the following options:
Step 1 of 2: Choose Property Status
Archived Property
Archiving will continue to restrict new app submissions, while also streamlining the task-management of the property. An agent will not have move the property separately. In addition, if rental marketing is active, archiving will to assist the agent in also deactivating Rental Marketing, when
Published Property
By selecting Published, although the application file has been moved to Approved, the Property will remain Published, AND the Property will continue to restrict new app submissions. Learn more about what the renter sees here.
If it is later decided that the Approved application is no longer approved, the Property Status can be changed when the Approved file is moved from Approved to Archived or Denied.
Step 2 of 2: Notify the applicant?
The application file has been moved to Approved and the Property has either been Archived or remains Published. A confirmation message appears with an new option to notify the renter:
Find Approved Apps
An Approved file can be found in the Approved folder, hover over My Applicants:
Denied
An agent has decided an application will not be allowed to move forward, the file can be moved to the Denied folder. When moving a file an agent will have an option to send the applicant a notice of denial.
CONDITION
Property Status Restrictions
When property status restrictions are enabled, the agent will have two steps with the following options:
Step 1 of 2: Confirm Property Status
The application file has been moved to the Denied folder. An agent is required to confirm that the property status will be changed to now allow new app submissions.
Step 2 of 2: Notify applicant?
Agent will have the ability to access or send the Adverse Action Notice/Letter of Denial.
Archived
An agent has found that the potential renter is did not continue for other reasons such as, no longer interested. When moving a file to Archived, a confirmation will not appear.
NOTE: The system will automatically Archive a file if the file remains Active AND was submitted over 60 days ago.
CONDITION
Property Status Restrictions
When property status restrictions are enabled, the agent will have be asked to confirm the property status after moving an application file to Archived.
Step 1 of 1: Confirm Property Status
The application file has been moved to the Denied folder. An agent is required to confirm that the property status will be changed to now allow new app submissions.
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