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Property Files

Upload and organize documents, receipts, and media for your properties

The Property Files panel allows you to store, manage, and organize photos, documents, and other files related to a property. This may include images of the home, inspection reports, invoices, receipts, warranties, or any other supporting documentation. All uploaded files can be analyzed by iMaintain's AI and become searchable through the iMaintain Copilot.

Accessing Property Files

To view or upload files for a property:

  1. Open the property you want to manage.
  2. Select the Files tab from the property navigation bar.
Property Files panel showing all existing files with metadata such as uploaded date, description, category, and file size
Property Files panel overview

The Property Files panel displays all existing files for the selected property, including metadata such as uploaded date, description, category, and file size.

Adding Files

To upload new documents or images:

  1. Click the Add Files button.
  2. This will open the Add Files stepper, which guides you through attaching and uploading files.

Step 1: Attach Files

You can attach files from your device or take a photo directly. Supported file types include images (JPG, PNG, HEIC) and PDFs.

Uploaded files will appear in the preview list before analysis.

Add Files stepper showing the Attach Files step with options to upload from device or take photos
Add Files stepper – Attach Files

After selecting files, click Next to continue.

AI Analysis

Once files are attached, iMaintain automatically analyzes them to extract useful information such as descriptions, visible details, and document contents.

An analysis window appears while processing is in progress.

AI Analysis in progress window showing files being processed
AI Analysis in Progress

Step 2: Review & Upload

After processing completes, the extracted information is displayed with each file. You can review the automatically generated descriptions before final upload.

Add Files stepper Review & Upload step showing extracted descriptions for each file
Add Files stepper – Review & Upload with extracted descriptions

Click Upload to save the files to your property.

Viewing Files

Once uploaded, files can be viewed in two display modes:

Table View

The table view displays files in a grid with sortable columns for:

  • Name
  • Description
  • File Category
  • File Type
  • File Size
  • Actions (including making a file the primary image)

This view is ideal for users who prefer structured file management.

Property Files table view showing files in a structured grid with sortable columns
Files table view

Card View

Card view displays each file visually in a thumbnail-style layout, making it easier to browse photos or documents. Each card includes:

  • The file preview
  • File name
  • Description
  • Created and updated timestamps
  • File category
Property Files card view showing files as thumbnails with previews and metadata
Files card view

Viewing a File in Detail

Clicking on any file opens a full detail viewer where you can:

  • View the full image or document
  • Read the extracted description
  • See metadata such as file size, category, and timestamps
  • Download the file
  • Delete the file
  • Mark it as the primary property photo
File detail modal showing full file view with description, metadata, and action options
File detail modal

Primary Property Image

You can designate one uploaded photo as the Primary property image. This photo is used throughout the app to represent the property.

From either view (table or card), use the Make Primary button to update it.

Using Files with iMaintain Copilot

All uploaded files—whether images or documents—are indexed and become discoverable using iMaintain Copilot. AI analysis ensures that the Copilot understands the content, not just the file name.

Examples

Ask about a past service:

"How much did I spend on my last house power washing?"

Ask about a specific file:

"Show me the invoice from the Raleigh window cleaning company."

Ask about a document summary:

"What services were included in my last house washing invoice?"

iMaintain Copilot interface showing a question about property files
Copilot question about property files
iMaintain Copilot response summarizing extracted data from property files
Copilot response summarizing extracted data

The Copilot can pull answers directly from the extracted content of uploaded files, even when the asked question does not match the wording in the file.

File Categories and Searchability

As part of the upload process, files are automatically categorized (for example, front_view, rear_view, other). You can also filter files by:

  • Category
  • File type
  • Created date

Files are included in semantic search automatically, making them fully accessible through natural language queries.