Document Intake

Proprietas has one front door for documents: drop it and walk away. Drag a PDF anywhere in the app and the system classifies it, extracts the structured data, matches it to the right site, and files it against the right obligation, lease or contractor.

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Drop-and-Go

Drag a file onto any page in the app — a full-screen drop zone appears and the document is taken in. You don’t pre-sort into folders; the parser works out what it is:

• A gas certificate files against that site’s gas-safety obligation
• A lease files against the property and builds its rent schedule
• An FRA files and surfaces its findings
• An insurance certificate, F-Gas, TM44, asbestos survey, fire-alarm or emergency-lighting report — same drop-and-go

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The Inbox

When the parser is confident, the document lands in its final home. When it isn’t — a low-confidence statutory date, an address it can’t pin to one site, a document type it wants you to confirm — it lands in the Inbox for a quick human check. In the Inbox you confirm or correct:

• The document kind
• The site / property it belongs to
• The obligation it satisfies (for certificates)

Then accept it, and it files. Reject it and it’s discarded — though the record is kept for the audit trail.

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Multi-Property Detection

If a single PDF contains text matching several of your properties — a certificate covering a whole building, say — the Inbox flags it so you can split it to the right floors rather than filing it against the wrong one.

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Smart Renaming

The files people upload are rarely named usefully — scan_0012.pdf, IMG_4821.pdf, a solicitor’s reference. As it files a document, Proprietas gives it a clean, sortable display name built from what it read: the document’s date, its kind, and the site it belongs to — e.g. “2026-05-06 — FRA — Linwood Primary School.pdf”. The original filename is kept, but the readable name is what you see in lists, search and audit packs — so a folder of cryptic scans becomes a tidy, chronological record without anyone renaming a thing. You can override the display name at any time.

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Bulk Certificate Upload

Onboarding a portfolio? Drop a whole folder. Every document is classified and filed against the right site and regime in one pass.