Paperless Electronic Tenant Record (ETR) Solution

FileVision’s Paperless Electronic Tenant Record (ETR) Solution

FileVision’s Paperless Electronic Tenant Record (ETR) solution is not just about going paperless; it’s about incorporating applicant and tenant documents into your workflow processes allowing you to create, retain and manage tenant records in a consistent manner under the guidelines of your policy, procedures and necessary compliances. Managing the tenant records in a consistent manner provides improved information sharing and cross-counselor coordination and makes for easy retrieval and reporting.

FileVision’s ETR totally eliminates the need for file cabinets and storage space. It eliminates the costs associated with manually filing, retrieving, copying, transporting, distributing and re-filing documents of all types. Staff can now access documents from anywhere with a far greater level of security. FileVision’s Paperless ETR solution easily integrates with Accounting and Housing Management Systems.

Powerful Features to Streamline Housing Authority Operations

FileVision ETR provides flexibility to adapt to your organizational needs with the ability to scale its features; from basic document capture and retrieval to more complex automation alerts to caseworkers for recertifications or document arrivals, and even workflows for manager approvals.

FileVision’s ETR’s

No longer will you see those thick color coded files stacked in piles or hear the words “I Can’t Locate the File”, all your applicant and tenant documents are just a click away. FileVision’s Paperless ETR’s powerful search and retrieval capabilities present counselors with records immediately. Data that is stored in the ETR is searchable and reportable, allowing users to effectively report the state-of-the business on individual ETR’s or multiple ETR’s on a moment’s notice.

The Electronic Tenant Record (ETR) – A Complete Tenant Overview

The FileVision ETR provides a comprehensive, centralized view of each tenant, bringing together processes, documents, and key data in one accessible location.

Users can quickly access essential tenant details, including:

Tracked data such as annual recertification dates, assigned specialists, and property or project details
All associated documents and processes for streamlined management
Seamless navigation to notices, files, and updates

With everything in one place, Housing Authorities can efficiently manage tenant records while maintaining compliance and accuracy.

FileVision’s Notice Board

The sophisticated combination of data and documents being stored together allows our solution to automatically trigger an event or action to be taken by a counselor. Via ETR’s noticeboard, counselors are alerted to the “Call for Action”.

Noticeboards assigned to each user list tasks that need to be performed. Managers can quickly see what is outstanding for each user and reassign for task balancing and priorities.

Stay Organized with Smart Task Management & Tracking

Noticeboard – Task & Workflow Management

The FileVision Noticeboard provides a centralized list of tasks assigned to each user, ensuring that nothing falls through the cracks. Users can work from notice types, assigned deadlines, or self-set deadlines, enabling efficient task tracking. Tasks may include unfiled documents, automated document alerts, and in-progress checklists. With one-click access to necessary documents and files, users can work efficiently while managers gain real-time visibility into outstanding tasks, allowing for task balancing and reassignment to meet priorities.

Dashboards – Instant Access to Key Information

The FileVision Dashboard offers a real-time snapshot of recent activity, including a quick view of the last 15 tenants accessed with direct links to profiles, tasks, and documents. The “hot list” feature lets users mark priority notices for easy tracking. A color-coded pie chart visually represents notices by urgency and due date, helping users manage tasks efficiently. With an intuitive interface and one-click access to tenants and notices, FileVision ETR minimizes extra navigation and maximizes productivity.

FileVision's Action Sheet

With just a click information is presented along with an overview of the necessary action to be taken on an Action Sheet and routed to the appropriate counselor to begin working:

Documents can be automatically linked and accessed directly from the Action Sheet and an audit list of documents necessary for compliance, highlighting those documents that are missing from the ETR.

Simplified Document Filing

Filing documents in FileVision ETR is simple. Documents can be captured through scanning, uploading, or browsing to a file. Once captured, they are indexed using criteria such as Tenant Name, Process, and Document Type, with additional options like a user-defined description and document date to further aid in retrieval. Documents are then displayed in an interactive viewer that allows users to select pages and apply annotations—such as highlights, text, and calculations—directly on the page. Moreover, documents can be printed or exported directly from the viewer, ensuring a seamless and efficient workflow.

FileVision’s Checklist

Almost any system can tell you what documents you have; FileVision tells you what documents are missing. As documents are processed into the system the Checklist is automatically updated.

Documents can be viewed from the Checklist by simply clicking the document name:

Integration to HMS system for quick document retrieval and automated filing
Eliminate printing formsusing electronic signatures
Customizable Checklist for instant picture of which documents a tenant is missing
Built in accountability with electronic routing of re-certifications and interims
Automated notification to finance for new landlord documents

Checklists – Automated Process Tracking

FileVision ETR simplifies document management with configurable, process-driven checklists. As documents are filed, checklists automatically update in real time. Users can file, access documents, and add progress notes directly within the checklist, providing clear status tracking and streamlined workflow management.

Automated Workflows & Smart Alerts

FileVision ETR enhances productivity with automated document and tenant alerts, ensuring the right users receive timely notifications. Customizable workflows supporting compliance with the Admin Plan while improving accuracy.

Dynamic Forms & Packets

Standardize and streamline document generation with FileVision ETR’s Forms Module. Upload your Word templates to create pre-configured forms and letters that auto-populate with tenant data directly from your ETR records. Easily define form packets to generate multiple letters at once, eliminating manual entry and establishing consistency.

Seamless External Audits

Conduct audits without the need for in-person visits. FileVision ETR enables managers to grant auditors restricted, read-only access to only the required tenant records. Auditors can easily filter and view documents by transaction types for smooth and efficient compliance reviews.

HMS Integration

FileVision ETR seamlessly integrates with most Housing Management Systems (HMS) to automatically import essential tenant data, including names, addresses, assigned specialists, recertification dates, and special program enrollment (e.g., FSS). This up-to-date integration eliminates double data entry, reduces errors, and enhances workflow automation by linking real-time data with document generation.

Comprehensive Reporting for Data-Driven Decision Making

FileVision ETR provides robust reporting capabilities to help Housing Authorities track activity, monitor workflows, and optimize operations. All reports can be exported as .CSV files, allowing for easy sorting, filtering, and customization in Microsoft Excel to generate additional insights.

Usage Report – Track User Activity

Gain visibility into system usage with the Usage Report, which allows managers to see who is performing specific actions within a selected date range. Reports can be filtered by document, tenant, notice, or process, providing a clear audit trail of user interactions.

Notice Report – Monitor Task Boards

The Notice Report offers a comprehensive view of all user noticeboards, making it easy to track outstanding tasks across the organization. Managers can quickly search for specific notice types or tenant-related notices, ensuring critical tasks are addressed promptly.

Process Report – Workflow OversightDynamic Forms & Packets

The Process Report helps managers track which processes have been created or finalized by specific users or within a selected date range. This enables better oversight of workflow tracking and completion.

Flexible & Powerful Document Search

Finding documents in FileVision ETR is simple. Users can search using a variety of criteria, including:

Tenant name
Process type
Multiple date filters
Assigned specialist
And more…

Once located, documents can be viewed or edited based on user security permissions, for purposes of maintaining compliance and control.

Effortless Tenant Search & Access

Finding tenant records in FileVision ETR is fast and intuitive. Users can access tenant profiles directly from the Dashboard or perform a detailed search using the ETR Search feature.

Search options include:

First or last name
Tenant status
Program enrollment
Any data field within the tenant record

Once a tenant is located, a single click takes users directly to their ETR profile, providing instant access to notices, documents, and notes, streamlining case management and reducing navigation time.

Features and Benefits Page

FileVision ETR Benefits

Streamlined Workflows & Enhanced Compliance:
Automated alerts and customizable workflows ensure that every process—from intake to recertification—is followed precisely, helping Housing Authorities meet mandated regulations without the administrative hassle.
Time Savings & Increased Productivity:
Dynamic forms, packets, and one-click navigation reduce manual entry and repetitive tasks, allowing staff to focus on high-priority activities and serve tenants more effectively.
Accurate, Real-Time Data:
With direct integration to HMS systems, tenant data is pulled in real time—ensuring records are accurate, up-to-date, and eliminating the risk of errors from duplicate data entry.
Improved Task Management & Oversight:
The Noticeboard and Dashboard provide a centralized view of tasks and recent activity, enabling managers to quickly identify and reassign tasks for balanced workloads, while users benefit from clear priorities and easy access to essential documents.
Efficient Audit Processes:
Seamless external audit features allow for secure, role-based access to specific tenant records, making compliance reviews faster and reducing the need for on-site audits.
Actionable Reporting & Insightful Analytics:
Robust reporting capabilities—exportable to .csv for further customization—empower managers with insights into user activity, process completion, and overall system usage, leading to data-driven decision making.
Comprehensive Tenant Management:
The Electronic Tenant Record (ETR) provides a complete, centralized view of tenant-related processes, documents, and key data (like recertification dates and assigned specialists), simplifying case management and ensuring nothing is overlooked.

These benefits combine to create a system that not only meets regulatory demands but also enhances operational efficiency and overall tenant service.

Designed for Housing Authorities—Not Just Adapted for Them

Unlike generic document management solutions that attempt to conform to Housing Authority needs, FileVision ETR is purpose-built for managing tenant records. Our transaction-based document management system links documents directly to key processes—Intake, Annual Recertification, Interim Changes, and more—ensuring every single document is easy to locate, track, and organize. This process-driven approach keeps tenant records efficiently managed and fully aligned with Housing Authority workflows.