Intake & household suggestions

Upload & processing

Staff upload PDFs or images at File Cabinets → [property] → Intake. Each file becomes a processing job:

1. OCR extracts text (cloud Textract or local fallback).
2. AI classification picks document type and folder section (when AI is enabled).
3. Unit and resident matchers compare OCR/AI hints to your registry.
4. High-confidence matches auto-file; others go to Needs review.

A deferred stack holds jobs when the unit or resident is missing; jobs re-match automatically when you add residents or units.

Review decisions

In the review panel, staff can:

• File to an existing resident and section.
• Create a resident in an existing unit (including occupied units with multiple household members).
• Create a new unit and resident together.

Household member suggestions

For leases, applications, and occupant addendums, PilotBPM extracts all person names on the document (OCR field labels + AI additionalResidentNames). Names that do not match anyone already registered for the matched unit appear as suggestions only:

• Shown in intake review and on the resident folder after auto-file.
• Add resident opens a pre-filled form — staff confirms; nothing is created automatically.
• Auto-file behavior for the primary tenant is unchanged.

This helps property teams discover missing co-tenants without manual lease re-reads.

Best practices

• Print unit QR separator sheets for high-volume scanning.
• Keep the unit registry current before bulk lease uploads.
• When a unit has multiple residents, verify the name on the document during review.