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The Document tracking report

Availability

This page concerns organisations running Stonal Smartdoc document management.

What it is for​

This report complements the Documents tab: it lets you track the quality and completeness of your documents, with an overview across your whole portfolio — rather than property by property.

How to get there​

From the side navigation menu, in the Document management block of Settings.

Before you start​

Requires Stonal's document management

This module is available to users who have Stonal Smartdoc document management (GED). Access also depends on the permissions you have been granted, so the link may not appear in your menu. If you need it, ask your internal contact.

The five tabs​

1. Global indicators​

A summary of your portfolio's documentary situation: the volume of documents uploaded, their filing status, the duplicates detected and the empty documents.

2. Document quality by property​

The detail, property by property, of documentary anomalies: documents to file, duplicates, empty documents.

Fix things without leaving the report

Click a property to open its SmartDoc interface directly and correct the anomalies there.

3. Missing mandatory documents​

For each property, the documents set as mandatory that have not yet been uploaded to the platform.

If this tab is empty, no document type has been set as mandatory for your organisation. Configuration happens in Document templates: select the template, then "Mandatory documents".

4. Metadata​

The value drawn from information extracted automatically by Stonal's artificial intelligence: an analysis by document class carrying metadata — surveys, deeds of sale, leases…

Three useful things to know about this tab:

  • filters by branch and by site or property;
  • an export not subject to the usual 2,000-row limit;
  • classes with no document are hidden automatically, so you only read what concerns you.

5. Survey reliability​

A targeted check on your regulatory surveys (energy performance certificate, asbestos, lead, electricity, gas):

  • surveys linked to no unit and no building, or linked to a building without a unit;
  • energy performance certificates whose ADEME number is missing, malformed or shared by several documents.

Each row links to the documents of the property concerned, so you can fix the link or the metadata directly in SmartDoc. A filter by survey class narrows the analysis.

Expired certificates

Energy performance certificates past their validity date, or issued before the reform of 1 July 2021, are counted separately and excluded from the ADEME number checks.

See also​