Document Storage in Landscape

Instead of having one single documents repository for all documents related to a property, Landscape  enables you to attach documents directly to the item they are related to.  A 'document' can be a .pdf, Word doc, .txt, or image/photo.  Documents can be uploaded to Landscape, or linked to an external cloud storage platform like Dropbox.  Here are the various ways that documents can 'live' in your Property or Stewardship Site records, and some examples of the documents you may store with those items:

1. Property Assets (Appraisals, BDRs, Dispositions, etc.)
2. Communications (Emails, Letters)
3. Parcel Contacts (Landowner Deeds)
4. Site Visits (Monitoring Reports, Site Visit Reports)
5. Management Plans (Stewardship Plans, Farm Plans, Forest Management Plans)
6. Issues (Issues Reports)
7. Rights and Approval Activity
8. Leases and Contracts 

1.  Property Assets

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The "Assets" tab of a property record is where you can store all the documents related to your organizations interest in the piece of land.  Available Assets include: Amendments, Appraisals, Approvals, Baseline Reports, Dispositions, Donation Substantiations, Purchase Agreements, Site Visits, Surveys, and Title Work.  Assets which aren't included in that list (like Conservation Easement documents) can be loaded as generic 'Property Assets' and given a custom type.  In addition to housing the documents, assets also have fields which are particular to the asset type. 

For example, to add an appraisal document, click the mceclip4.png next to "Property Assets".  Change the drop down to 'Appraisal' and click 'OK'.

 

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You'll then be taken to the asset record, where you can fill in details related to the appraisal, as well as attach the actual document.  To attach the appraisal (and/or other documents related to it) click the mceclip4.png button next to "Documents" to upload it from your computer.  If you're integrated with a cloud storage service like Google Drive, click the mceclip3.png button.

 

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After the document is added, it will appear on the right under 'All Documents'.  You can view any of the documents on the right by clicking the eyeball.  

 

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If you click the check box next to the document or multiple documents, you can download documents by clicking the mceclip2.png icon, set document permissions by clicking the mceclip3.png , or toggle availability to the landscape mobile app by clicking the mceclip4.png.

 

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Documents can only be deleted from the asset record they are stored in.

 

2.  Communications

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Communications have a document field where you can store a copy of the letter or email that was sent.

3.  Parcel Contacts

Parcel Contact records describe the relationship between a parcel and a contact record.  They have their own document field, which can be an appropriate place to store deeds or any other document which involves this relationship.

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4.  Site Visits

Documents can be attached to Site Visits.  Most often, this is the completed monitoring report (which can be automatically generated after you create a site visit report if you're using Landscape for monitoring).  This can also be a place for non-geotagged images of the property (maybe old scanned in baseline photos).

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5. Management Plans

Farm Management Plans, Forest Management Plans, Stewardship Plans, etc., can all be stored within a management plan record.

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6. Issues

You can store documents in issues which pertain to the issue directly.

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7. Rights and Approvals

From within an approval record, you can add an activity and store documents there pertaining to the request and approval.  For example, if an owner submitted plans for review.

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8.  Leases and Contracts

Leases and contracts which are associated with particular stewardship sites can be stored with with leases and contracts, along with other relevant data.

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The Documents Tab

The final tab in a Stewardship Site shows all associated documents and images (including related assets), and enables you to filter and view them, as well as toggle their availability to the app.  As with the Assets documents pane, you need to navigate directly to the item in order to delete the document.  Use the filter button next to 'Display Name' to enter text if you need to run a search or filter out particular documents:

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