Upload a file to a listing

Summary

Learn how to upload files against a listing and configure file options such as file type, approver, consultant group visibility, website publishing, Agent App access, and expiry dates. Files can now also be sent through an approval workflow before they become available for wider use.

Upload a file to a listing

To upload files:

• Go to: Sales > Listings
• Select the listing
• Scroll to the Approved Files section
• Drag and drop your file into the drop zone, or click Add new file

In the Add File modal:

• Enter Description
• Select the File type:
  • Contract - Enables the Send Contract button in the Buyer Leads screen and Agent App. 
    Only one file can be marked as Contract. If you select this, any previously marked Contract file will be marked as Expired
  • Listing Authority - Only one file can be marked as Listing Authority. If you select this, any previously marked Listing Authority file will be marked as Expired
  • Statement of Information (SOI) - For Victoria only; these are sent to the portals and have a maximum size of 2 MB. Only one file can be marked as Statement of Information. If you select this, any previously marked Statement of Information file will be marked as Expired
  • Other - Select this for any file that doesn’t fall under the above categories. The file is still stored and accessible, but it does not trigger special functionality

• Select an Approver if the file should be reviewed before it is approved for use. If you are authorised to approve files of this type for this listing, you will be auto-assigned as the file’s approver (without needing to select your own name). If you nominate someone else, that user will be notified that a new file is ready for review
• Use Lock visibility to Consultant Groups if only selected consultant group members should be able to download or attach the file. Only consultants in the selected group(s) can download or attach that file
• Tick Public - can be published on my website if you want the file to be available on your Box+Dice website or another supported integration. This may be required for certain document types in some regions
• Tick Show in Agent App so Agents can attach the file to emails sent from the App
• Enter an Expiry date if the file should stop being used after a certain date. This is useful for time-sensitive documents that may need to be reviewed, replaced, or removed from use after a defined period.

• Click Save

What happens when an approver is selected

If you select an approver other than yourself, the file enters an approval workflow and remains internal until it is reviewed. The selected approver is notified via Box+Dice and by email. The approver may also receive an on-screen notification if logged in at the time.

While the file is awaiting approval:

• The file appears in the Unapproved Files section with a status of Awaiting Approval

• The file remains internal only
• The file is not available for portal loading
• The file is not synced to media vendors
• The file cannot be selected as an email attachment

Once the file is approved, it moves into the Approved Files section and becomes available for normal sharing and syncing workflows. If the file is rejected, it remains internal and is not available for those workflows.

What happens when an expiry date is added

Adding an expiry date is optional, but it is useful for files that should only remain active for a limited time, such as Statements of Information or other compliance documents that may need to be reviewed or replaced.

When an expiry date is used:

• The expiry date is shown on the file record

• If the file is due to expire within the next 30 days, the expiry date is shown in red as a visual warning
• When the expiry date is reached, the file status changes from Approved to Expired
• The file moves out of the Approved Files section and into Unapproved Files
• Expired files are no longer included in portal loading, media vendor syncing, or available as email attachments

You can also create an auto alert to notify the right users before a listing file reaches its expiry date.