Summary
Learn how to send or schedule a paperless ingoing inspection from CMS for a completed ingoing inspection, including how to confirm the tenancy, choose documents, add tenant recipients, and review the email summary before sending.
About sending a paperless ingoing inspection in CMS
Use this workflow when an ingoing inspection is already in Completed status, and you want to send the tenant a digital condition report from CMS. MRI Inspection Manager supports paperless condition reports and tenant-assisted digital workflows, and the CMS wizard guides you through the sending process.
Before you begin
Paperless ingoing must be enabled for your office before you can schedule or send a paperless ingoing inspection.
Step 1: Open the Send Paperless Ingoing wizard
Start by opening the paperless sending wizard for the completed ingoing inspection you want to send. There are two entry points, and both open the same wizard
Go to: Inspections on the left-hand menu
Locate the completed ingoing inspection
Open the wizard using either of these options:
Select the drop-down arrow beside View Report, then choose Send Paperless Ingoing
Or, open the completed ingoing inspection and select Send paperless ingoing from the inspection screen
Step 2: Confirm the tenancy details
The first screen lets you confirm that the inspection is linked to the correct tenancy before continuing. This helps ensure the paperless ingoing is sent to the right tenant record.
Review the property address, owner, and tenant name shown in the wizard
If there is more than one tenancy available, use the Name drop-down to select the correct tenancy
Select Confirm to continue
Step 3: Choose the documents to include
After you confirm the tenancy, select which documents will be included with the paperless ingoing. The ingoing inspection itself is required and selected by default.
Review the Documents to include section
If needed, add any optional documents that are available, such as a Key Sheet
If you select Preview on the Ingoing inspection tile, the inspection opens in a new tab so you can check or edit it before sending. When you have finished reviewing it, close the tab to return to the wizard
Select Next to continue
Tip: Use Preview to confirm the report content, layout, and edits before the tenant receives it.
Step 4: Add the tenant recipients
Next, add the tenants who should receive the paperless ingoing.
(Optional) If there is no tenant information showing, select Add Another Tenant to populate the information
Review the Tenants section
Enter the tenant’s First Name, Last Name, Email, and Phone details
If suggestion bubbles or auto-fill values appear under the fields, select them to quickly populate the tenant information
If more than one tenant should receive the inspection, select Add Another Tenant and enter the additional recipient details
Select Next to continue
Note: The tenant must have sufficient contact details entered to receive the paperless ingoing. At minimum, make sure the email address is correct for every recipient you want to include.
Step 5: Review the email message
Before sending, review the email content that will be sent to the tenant.
If a Template drop-down is available, select the email template you want to use
Review the preview text to make sure the email content is appropriate
Select Next to continue to the summary screen
Note: Template availability may depend on whether your office has configured alternative email templates.
Step 6: Review the summary and choose how to send
The summary screen is your final check before sending. Use it to confirm the sender, recipients, email preview, attachments, and notification options.
Review the Sending From value
Confirm the Send to recipient details are correct
Review the Email preview
Confirm the Attachments section includes the Ingoing inspection
Review the available notification options, such as BCC Me and Email reminder to tenant with 3 days left to complete
Select Send Now to send the paperless ingoing immediately
Tip: If you wish to send the paperless ingoing at a different date and time, you can do so by using the scheduling option on the same summary screen.
You will be redirected to the Inspections screen, where a pop-up appears congratulating you with the details of the paperless inspection
Select OK to continue