Preparing and sharing sale packs

Sale packs collect the information needed for a unit sale without opening the whole association workspace to an external recipient.

The sale-pack workflow

Details: identify the unit, request and key parties.
Checklist: collect the required answers and documents.
Versions: issue a point-in-time version when the pack is ready.
Sharing: create a controlled external link.
Enquiries: record follow-up questions and answers.
Handover: confirm the completed transaction and any resident change.

Work through the stages in order. A live checklist can continue changing, while an issued version records what was supplied at a particular time.

Checklist and documents

Link current evidence from building, finance, insurance, compliance and unit records where permitted. Review each document for personal data and relevance. Do not include committee-only working papers simply because they are available in the library.

Versions

Create a version after the checklist and answers have been reviewed. Keep earlier issued versions where they form part of the transaction history. Exported ZIP files are copies of that version and will not update when the live workspace changes.

If the workflow shows Reissue changes, the live pack has changed since the latest version. Review those changes and issue an updated version when ready. Check which version you are supplying before sending a download or share link.

Secure links

Use the Sharing stage to create a link for the intended external recipient. Give it a recognisable viewer label, choose a suitable expiry and revoke the link when it is no longer needed. Treat the complete link as sensitive and send it only to the intended recipient.

The access log helps show when a link was used. It does not remove the need to verify the recipient and limit the pack to necessary information.

If a recipient cannot open the pack, check that the intended link is still active and has not expired or been revoked. Review the version and recipient before creating a replacement link. Do not give the recipient a committee account as a workaround.

Enquiries and handover

Log enquiries against the pack so answers and responsibility are not lost in individual inboxes. At completion, record the handover and update the resident and unit records through the People area rather than editing the historical sale-pack version.