Docs File Cabinets overview
File Cabinets
File Cabinets is PilotBPM's module for property resident records — organized like a physical filing cabinet: one cabinet per property, one drawer per resident, classification folders inside each drawer.
Enable it under Admin → Modules. Staff need file_cabinets.view (and related permissions) to access routes under /file-cabinets.
What you get
| Capability | Description |
|---|---|
| Property cabinets | Residents grouped by unit; drawer rack view with document counts |
| AI intake | Upload scans → OCR, classification, resident/unit match → auto-file or review queue |
| Multi-resident units | Multiple drawers per unit; name required to file when household has more than one person |
| Household suggestions | Leases and applications surface co-tenant names not yet in the registry (staff confirms before adding) |
| Conversation log | Per-folder activity memos — timestamp, author, free text (complaints, incidents, notes) |
| Retention & destruction | Tenant-wide retention policy; review queue for folders past destroy-after date |
| Legal hold & archive | Active → archived → records storage lifecycle |
| Search | Keyword and natural-language search scoped to property or resident |
Typical workflow
- Enable File Cabinets for the tenant and assign property (LOCATION) departments.
- Register units and residents (or sync from PMS / RentQue).
- Upload lease packets and applications at Intake; review uncertain matches.
- Use household suggestions to add co-tenants mentioned on leases.
- Log day-to-day activity in the conversation log on each resident folder.
- Configure retention years under File Cabinets → Settings → Retention.
RentQue integration
When both modules are enabled, applicants and units can link to File Cabinets residents for a single source of truth across waitlist and on-site records.
See also Intake & household suggestions and Conversation log & retention.