# Lease OS by Leasecake

> Generate documentation from your codebase, keep it updated as your product changes, and help users find answers through a built-in help center powered by your documentation.

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# Home
Source: https://docs.oslease.com/getting-started/home

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# Signing In to Leasecake
Source: https://docs.oslease.com/getting-started/signing-in

# Signing In to Leasecake

Signing in gives you access to your workspace and everything in it — your lease contracts, work queues, period closes, and preferences. Leasecake supports two ways to sign in, and which one you use depends on how your organization has set up access.

## Two Ways to Sign In

When you open Leasecake, you'll be asked to authenticate before reaching your workspace. Your organization determines which method is available to you:

- Single sign-on (SSO) — If your organization uses SSO, you sign in through your company's identity provider instead of entering a separate password. You may be redirected to your company login screen, and once you authenticate there, you're returned to Leasecake automatically.
- Email and password — If SSO isn't set up for your organization, you sign in directly with the email address and password associated with your account.
> **INFO:** If you're not sure which method applies to you, your workspace or IT administrator can tell you how access was configured. You won't be able to switch methods on your own — the sign-in option you see is the one set for your organization.

## Signing In for the First Time

The first time you access Leasecake, your membership is set up for you automatically once you authenticate — there's no separate account-request step. After signing in, you'll be guided through a short onboarding wizard before you reach your workspace.

1. Open Leasecake and authenticate using the method your organization provides (SSO or email and password).
1. Complete the required onboarding steps when prompted, so your profile is ready to use.
1. Set your language and region preferences — including date, number, and measurement formats and your time zone — so leases, schedules, and dates appear the way you expect.
> **TIP:** You can revisit your language and region preferences at any time from your preferences after you've signed in — they aren't locked once onboarding is complete.

## Staying Signed In

Once you've authenticated, Leasecake keeps you signed in for the duration of your session, so you can move between your leases, work queues, and other areas without logging in again each time. If your session ends or expires, you'll simply be asked to authenticate again using the same method.

## When You Can't Sign In

If you're unable to reach your workspace, the cause is usually tied to how your access is configured rather than something you can change directly:

- SSO redirect fails or loops — This points to a setup issue on your organization's identity provider. Contact your IT administrator to confirm Leasecake access is enabled for your account.
- Password not recognized — Double-check the email address you're using and that your account was created with a password rather than SSO.
- Access has been suspended — If your organization's account has been suspended or cancelled, sign-in won't be available until it's reactivated. Your administrator can confirm the account's status.
Related topics: Completing Onboarding, Setting Language & Region Preferences, Searching Leases Across Your Portfolio.

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# Completing the Onboarding Wizard
Source: https://docs.oslease.com/getting-started/completing-onboarding

# Completing the Onboarding Wizard

The onboarding wizard walks you through the few required steps that set up your account the first time you sign in. Finishing it unlocks the rest of Leasecake so you can start adding and managing your leases.

## When the Wizard Appears

You see the wizard automatically the first time you reach Leasecake after signing in. Your membership is created for you on that first visit, so there is nothing to request or install beforehand — you simply need to complete the profile steps the wizard presents before you can continue to the main workspace.

## Signing In First

The wizard only starts once you are signed in. You can sign in using single sign-on through your organization's identity provider, or with a password if that is how your account is set up. Whichever method you use, you arrive at the wizard automatically once your session is active.

## Steps to Complete

1. Sign in with single sign-on or your password to start your session.
1. Work through each required profile step the wizard shows you. The wizard will not let you skip past a required step, so fill in each one before moving on.
1. Set your language and region preferences, including language, region, date and number formats, measurement units, and time zone.
1. Confirm your entries to finish the wizard and enter your workspace.
> **TIP:** Your language and region choices control how dates, numbers, and measurements appear throughout Leasecake. You can change any of these later from your Language & Region preferences — your wizard answers are not permanent.

## After You Finish

Once you confirm the final step, the wizard closes and does not reappear on future visits. You land in your workspace, where you can begin uploading lease documents, reviewing extracted data, and working through your lease portfolio. If you ever want to adjust the preferences you set during onboarding, open your Language & Region settings at any time.

Related topics: Setting Language and Region Preferences, Adding and Publishing a Lease, Searching Your Leases.

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# Setting Language & Region Preferences
Source: https://docs.oslease.com/getting-started/setting-language-region

# Setting Language & Region Preferences

Your Language & Region preferences control the display language of Leasecake and how dates, numbers, and measurements appear throughout your lease records and schedules. Setting these correctly ensures rent amounts, commencement dates, and payment schedules read the way you expect for your location.

## What You Can Set

The Language & Region area groups several related preferences. Each one applies to your own account and changes how information is displayed to you, not to other members of your workspace.

- Language — the language Leasecake's menus, labels, and messages appear in.
- Region — the country or locale that drives default formatting conventions.
- Date format — how dates such as lease commencement and expiration are written, for example day-month-year or month-day-year.
- Number format — how figures like rent amounts are shown, including the decimal and thousands separators.
- Measurement format — the units used for premises sizes and other measured values.
- Time zone — the zone used when timestamps and deadlines are displayed.
## Updating Your Preferences

1. Open Preferences and select Language & Region.
1. Choose your language from the list of available languages.
1. Select your region, which sets sensible defaults for the format options below.
1. Adjust the date, number, and measurement formats if you want something different from the regional default.
1. Set your time zone so deadlines and timestamps display in your local time.
1. Save your changes.
> **TIP:** Selecting a region first fills in matching date, number, and measurement defaults, so you usually only need to fine-tune one or two of them afterward.

## Why Time Zone Matters for Lease Dates

Leasecake uses your time zone to display deadlines such as option notice dates and period-close cutoffs. Because lease lifecycle events — like when a lease commences or expires — are evaluated against calendar dates, keeping an accurate time zone helps ensure these transitions line up with your local expectations.

These preferences affect only how information is shown to you. They do not change the underlying lease data, the stored amounts, or how schedules are calculated.

Related topics: Completing the Onboarding Wizard, Configuring Rent Obligations and Escalations, Running a Period Close.

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# Uploading Lease Documents
Source: https://docs.oslease.com/adding-leases/uploading-lease-documents

# Uploading Lease Documents

Uploading a lease document is the fastest way to add a lease to your portfolio. When you upload a PDF, Leasecake reads the document with optical character recognition and uses AI to extract key terms, so you review and confirm the details instead of typing them from scratch.

## Uploading a Document

1. Open Lease Contracts and start a new lease.
1. Choose the lease PDF you want to upload from your computer.
1. Confirm the upload. The file is stored and queued for processing.
1. Wait while the document is read. You'll see a “Reading your lease…” banner while OCR and extraction run.
## What Happens After You Upload

Processing runs in two stages. First the document is scanned so the text can be read; then the AI pulls out lease terms such as parties, dates, rent, and escalation provisions. Each extracted value is tied back to the spot in the document it came from, so you can verify every figure against the source before you accept it.

> **INFO:** Extraction is not instant. The “Reading your lease…” banner stays in place until processing finishes, and you can continue working elsewhere while it runs.

## After Extraction Finishes

Once reading completes, the extracted data appears across the lease's editing tabs for review. Nothing is final yet — the lease stays in draft until you confirm the details and publish it. Review each tab, correct anything the AI misread, add contacts and rent obligations, and then publish when the lease is ready.

## When Extraction Can't Finish

Some documents can't be read automatically — for example, a scan that's too poor to recognize, or a file that isn't actually a lease. When this happens, the lease shows an extraction-stopped banner or badge instead of the “Reading your lease…” message. You have two ways forward:

- Fill in the lease details by hand on the editing tabs, skipping automated extraction entirely.
- Have the document reclassified by a reviewer and resume extraction, which restarts reading from the corrected document.
## Tips for a Clean Extraction

- Upload the complete lease agreement, including any amendments and exhibits, so the AI has the full set of terms to read.
- Use clear, text-based PDFs where possible. High-quality scans extract far more accurately than faint or skewed ones.
- Always review the extracted values against the source document — the AI highlights where each figure came from so you can check it quickly.
Related topics: Reviewing and Publishing a Lease, Configuring Rent Obligations and Escalations, Managing Lease Contacts and Parties.

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# Reviewing and Editing Extracted Data
Source: https://docs.oslease.com/adding-leases/reviewing-extracted-data

# Reviewing and Editing Extracted Data

After you upload a lease document, Leasecake reads it and fills in the lease for you. Before the lease counts for anything, you check that work — confirming what the extraction got right, correcting what it got wrong, and filling in anything it couldn't find. This review is the step between a raw document and a published lease.

Each value the extraction captured is tied back to the place in your document it came from, so you can see the source text behind a figure instead of taking it on trust. Work through the editing tabs in the order that suits you — nothing is locked until you publish.

## When a Lease Is Ready to Review

While extraction is still running, the lease shows a "Reading your lease…" banner. The editing tabs open once that finishes. A lease in this state carries a Draft status: it has been created but never published, and nothing it contains has been posted to accounting yet.

> **INFO:** If the banner is replaced by an extraction-stopped message, the document could not be read automatically. You can still fill the lease in by hand, or ask a reviewer to reclassify the document and resume extraction. See Recovering from a Failed Extraction.

## Working Through the Editing Tabs

The lease is split into tabs, each owning one part of the agreement — details, term dates, parties, rent obligations, and so on. Open each tab and check the extracted values against your document:

- Confirm the figures and dates the extraction captured, using the linked source text where you want to verify a value.
- Correct anything that is wrong — the fields are editable throughout the draft.
- Fill in any field the extraction left blank, including anything it could not find in the document.
- Add the contacts and parties on the lease, and set up rent obligations and escalations, as part of the same review.
## Why Term Dates Deserve Extra Care

The term dates you enter drive more than the overview. Once the lease is published, Leasecake uses the commencement and expiration dates to work out where the lease sits in its legal life — whether it has commenced, is approaching an exit, has expired, or has moved into holdover. A wrong date can place the lease in the wrong state, so these fields are worth double-checking against the source.

## Finishing the Review

You do not have to complete the review in one sitting. Your edits are saved as you go, and the lease stays in Draft until you publish it. When every tab reflects the agreement correctly, publish the lease to make it active and hand it off to accounting.

> **TIP:** Treat publishing as the point of no casual return. On publish, the lease becomes active, its legal status is evaluated immediately, and it becomes available to the accounting workflows. Review every tab before you take that step.

Related topics: Uploading a Lease Document, Recovering from a Failed Extraction, Publishing a Lease.

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# Publishing a Lease
Source: https://docs.oslease.com/adding-leases/publishing-a-lease

# Publishing a Lease

Publishing takes a lease out of draft and makes it an active, in-force part of your portfolio. Once published, the lease begins contributing to your accounting schedules, appears in searches and reporting, and becomes the version everyone in your workspace works from.

## Before You Publish

A lease stays in Draft until you publish it. While it is a draft, it is not legally in force and does not feed accounting. Use the review stage to confirm everything is correct, because publishing is what hands the lease off to the rest of the platform.

- Review the extracted or hand-entered data on each editing tab and correct anything that looks wrong.
- Add the lease contacts and parties so the record is complete.
- Set up base rent obligations and any escalation rules, and preview the payment schedule to confirm it matches the agreement.
- Confirm the commencement and expiration dates, since these drive how the lease behaves once it is live.
## Publishing the Lease

1. Open the lease and make sure every editing tab reflects the final, agreed terms.
1. Select Publish on the lease.
1. The lease moves from Draft to Published and becomes the active version in your portfolio.
> **INFO:** Publishing creates the first version of the lease. From this point on, every further change you make is tracked as a new version, so the full history of the lease is preserved.

## What Happens at Publish

Publishing does more than change a status label. Several things happen automatically the moment a lease goes live:

- The lease becomes legally Published and in force, and it starts feeding the accounting schedules and journal entries.
- If the commencement date has already passed, the lease immediately moves to Commenced rather than waiting for a later check.
- Rent obligations, escalations, and index adjustments are generated from the terms you configured.
- The lease is added to search so you and your team can find it across the portfolio.
## Changing a Lease After Publishing

A published lease is not locked forever. When you need to change it, you start a new draft against the published version, make your edits, and publish again. You choose between two kinds of change:

- Amendment — a forward-looking change, such as new terms or an extended end date. Each amendment opens a new major version.
- Correction — a fix to a historical version, such as repairing a data-entry error or applying a retroactive adjustment.
While a draft change is in progress, the lease shows as Amendment Pending or Correction Pending. If you decide not to proceed, discarding the draft reverts the lease to its last published state with no change recorded.

> **TIP:** If a draft amendment extends a term that had lapsed or you withdraw a scheduled exit, publishing revives the lease and returns it to an active, commenced state.

Related topics: Reviewing Extracted Lease Data, Rent Obligations and Escalations, Closing an Accounting Period.

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# Recovering from a Failed Extraction
Source: https://docs.oslease.com/adding-leases/recovering-failed-extraction

# Recovering from a Failed Extraction

When a lease document can't be read automatically, you don't have to start over. You can either fill in the lease details yourself or have the document reclassified so extraction runs again, then continue to publishing as normal.

## How You'll Know Extraction Stopped

A lease whose automatic reading could not finish shows a banner or badge indicating that extraction has stopped. This happens when the document can't be processed — for example, it isn't a readable lease, the pages couldn't be recognized, or the content didn't match what the system expected to find.

When you see this, the lease is still there and keeps any details that were captured before extraction halted. Nothing is lost, and you can move forward using one of the two paths below.

## Option 1: Fill In the Details by Hand

If you'd rather not wait for another extraction attempt, you can enter the lease information directly. This is the fastest path when the document is short, or when you already have the key terms in front of you.

1. Open the lease showing the stopped-extraction banner.
1. Move through the editing tabs and type in the lease details — term dates, parties, and other terms — just as you would review extracted values.
1. Add contacts and parties, then configure rent obligations and escalations.
1. Publish the lease once the details are complete.
> **TIP:** Entering details by hand produces the same published lease as a successful extraction — the accounting schedules and journal entries are calculated the same way regardless of how the values got there.

## Option 2: Reclassify and Resume Extraction

Many extractions stop because the document was read as something other than a lease. When that's the case, a reviewer can reclassify the document so the system treats it correctly, and extraction then resumes against the corrected classification rather than starting from scratch.

Choose this path when the document really is a lease and you want the automatic reading to fill in the values for you. After reclassification, the lease returns to the familiar 'Reading your lease…' state while the document is processed again.

When the second attempt finishes, review and correct the extracted data across the editing tabs exactly as you would for any newly read lease, then publish.

## Which Path to Choose

| Situation | Recommended path |
| --- | --- |
| Document was misread as a non-lease but is a valid lease | Reclassify and resume extraction |
| You already have the terms and want to move quickly | Fill in the details by hand |
| Document is unreadable or not a lease at all | Fill in by hand, or upload a clearer copy |

> **NOTE:** Reclassifying a document is handled by a reviewer. If you don't have the option to reclassify, enter the details by hand or ask a colleague with reviewer access to reclassify the document for you.

Related topics: Automated Lease Document Extraction, Reviewing and Publishing a Lease, Configuring Rent Obligations and Escalations.

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# Viewing Lease Overview and History
Source: https://docs.oslease.com/managing-lease-details/viewing-lease-overview

# Viewing Lease Overview and History

The lease overview gathers everything that defines a lease — its summary details, current status, and the running record of how it has changed since it was first added. It is the place to confirm where a lease stands today and to trace what happened to get it there.

## What the Overview Shows

The overview summarizes a lease at a glance, pulling together the details you and others have entered or that were extracted from the uploaded document. From here you can open the editing tabs, contacts, and rent configuration without leaving the lease.

- Core term details — commencement, expiration, and any options or exits that affect the dates.
- The parties and contacts tied to the lease.
- Rent obligations and escalation rules currently in effect.
- The current draft and legal status of the lease.
## Reading the Status of a Lease

A lease carries two separate statuses, and knowing the difference tells you whether a lease is editable and where it sits in its legal life. The draft status describes editing state; the legal status describes where the lease is in its term over time. A lease can be commenced and have an amendment in progress at the same time.

| Status | What it tells you |
| --- | --- |
| Draft | Created but never published, so it is not yet legally in force. |
| Published | Active and in force, with no pending edits. |
| Commenced | The commencement date is known and has passed. |
| Holdover | Past its term but continuing period by period under its holdover provision. |
| Ending | A notice or exercised termination stands and its date is still ahead. |
| Expired / Terminated | The expiration date has passed, or the date an exit named has passed. |

> **INFO:** Legal statuses are time-driven. As commencement, expiration, and exit dates pass, the lease moves between Commenced, Holdover, Ending, Expired, and Terminated on its own — and an amendment that extends a lapsed term can revive it to Commenced.

## Tracking Changes Over Time

Every lease keeps a full record of how it has changed. Each time a lease is published, a new version is created and identified by a two-part generation number: a major number for substantial changes such as an amendment, and a minor number for smaller corrections.

Two kinds of draft produce new history entries, and the distinction matters when you read back through the record:

- An amendment is a forward-looking change — new terms, extended dates, or other adjustments going forward. It opens a new major version.
- A correction fixes a historical version, such as a data entry error or a retroactive adjustment. It does not reset the term, so the lease stays where it was in its legal life.
Because each published version is snapshotted, you can see what a lease looked like at any point, who changed it, and when. Discarding a draft reverts the lease to its previously published version without leaving a new one in effect.

Related topics: Reviewing and Publishing a Lease, Configuring Rent Obligations and Escalations, Managing Lease Contacts and Parties.

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# Work Items, Automations & Workflows
Source: https://docs.oslease.com/setup/working-automating/work-items-automations-workflows

# Work Items, Automations & Workflows

Leasecake gives you three coordinated tools for tracking tasks and automating action across your lease portfolio. **Work Items** are structured tasks that move through defined stages with assignees, priorities, and checklists. **Automations** are trigger-driven rules that run actions automatically when something happens in your portfolio. **Workflows** are the durable execution engine that powers Automations — each Automation runs as a Workflow under the hood.

The three work together: an Automation can create a Work Item, and a Work Item's approval can gate whether an Automation proceeds.

## Work Items

A Work Item is a trackable task tied to a subject in your portfolio — a lease, a location, a deal, or any other record. Every Work Item moves through a pipeline of ordered stages, accumulates a full activity timeline, and carries a complete audit trail of every change made to it.

### Pipelines and Stages

Each Work Item belongs to a **Work Queue**, and each Work Queue is backed by a pipeline of ordered stages. Items advance forward through stages (**Advance**), step back with a mandatory reason (**Revert**), or jump past a stage (**Skip**). The interface only ever targets the adjacent stage — there is no arbitrary jump between non-adjacent stages.

Each stage in a pipeline can carry:

- An **SLA** — a time limit that drives the Stage SLA badge visible on every item in the list and board.
- An **assignee rule** — automatically assigns the item to a specific member or to the least-loaded member of the queue when the item enters the stage.
- A **checklist template** — a set of checklist items pre-populated when the item enters the stage.
### Status and Priority

Every Work Item carries a **status** and a **priority**. The list and board sort items by priority first, then due date, then creation date within each group. Status and priority sections use a weighted sort so **Urgent** always leads **Low**, and statuses follow the natural lifecycle order — not alphabetical order.

| Status | What it means |
| --- | --- |
| Active | The item is open and being worked |
| Snoozed | Temporarily deferred — shown with a moon indicator in the list |
| Pending Approval | Waiting for one or more approvers before it can proceed |
| Completed | All stages finished or the item was resolved as a one-off |

### Approvals

A stage can require approval before an item advances. When approval is required, the item enters **Pending Approval** status and waits. An approval counts only while it is within the policy's validity window and the approver is still an active member of the workspace with the appropriate permission. A one-off Work Item — one with no further stages after approval — is completed automatically when its approval is granted.

### Views: List and Board

Work Items are accessible from **Work** in the navigation. The default view is a grouped list; a **Board** lens shows the same items arranged by stage as columns. Both views share identical columns, filters, and search — including the **Stage SLA** badge, status and priority indicators, due date, and assignee. The Board applies the same search and filters as the list, so switching views never changes which items are visible.

The list opens grouped by queue by default. You can regroup by **status**, **priority**, **assignee**, **flow**, **flow step**, or **source** using the grouping controls.

Preset scope filters let you quickly narrow to:

- **My Work** — items assigned to you.
- **Awaiting My Approval** — items currently waiting for your approval decision.
- **Needs Triaging** — items that have not yet been assigned or prioritized.
- **All Work** — every item you have access to across all queues.
### Activity Timeline and Audit Trail

Every mutation to a Work Item — stage transitions, assignments, priority changes, approvals, checklist updates, file attachments, reminders — is recorded as an event in the item's activity timeline. The timeline is a complete, immutable audit trail: you can see exactly what happened, in what order, and who made each change.

> **INFO:** Work Item rows cannot be directly edited or deleted from the table — every change must go through the item's actions and stage transitions. This ensures the audit trail is never broken.

## Automations

An Automation is a rule that watches for something to happen in your portfolio and then runs one or more actions automatically. Each Automation is built from three parts: a **Trigger**, optional **Conditions**, and one or more **Actions**.

### Triggers

A trigger defines what starts the Automation. There are two kinds:

| Trigger type | Starts when |
| --- | --- |
| Event | A specific thing happens in your portfolio — a lease is published, a key date passes, a field changes, a Work Item moves to a new stage, and more |
| Schedule | A recurring rule (RRULE) comes due — for example, every first of the month, or annually on a specific date |

Event triggers cover the full lifecycle of your portfolio. The event catalog includes lease lifecycle events (commencement, expiration, holdover, amendment), key date categories (option notice windows, renewal deadlines, exit dates), Work Item stage transitions, approval decisions, and more.

Schedule triggers use a recurrence rule and are evaluated every minute. When a scheduled trigger comes due, the Automation runs for every matching subject in your portfolio.

### Trigger Timing

Event triggers support a **timing** setting that controls whether the Automation runs before or after the triggering change is saved.

- A **before** trigger can gate the change — holding it until the Automation's actions complete or an approval is granted.
- An **after** trigger runs once the change is already committed.
This distinction is what enables approval workflows: a *before* trigger holds the originating action until the Work Item it creates is approved.

### Conditions

Conditions are optional filters evaluated against the subject at the moment the trigger fires. If the conditions are not met, the Automation does not run for that subject. Conditions let you target an Automation precisely — for example, running only for leases in a specific region, above a certain rent threshold, or assigned to a particular team. Leave conditions empty to run for every matching subject.

### Actions

Actions are what the Automation does when its trigger fires and its conditions pass. An Automation can have multiple actions, and they run in the order you define them.

| Action | What it does |
| --- | --- |
| Create a Work Item | Opens a new Work Item in a specified queue and pipeline, optionally pre-assigning it and setting its priority and due date |
| Send a notification | Delivers a message to one or more members or roles, using token substitution to include details from the triggering subject |
| Update a field | Writes a value to a field on the subject, keeping records current without manual intervention |
| Advance a Work Item stage | Moves an existing Work Item forward in its pipeline, useful for chaining Automations across a multi-step process |

### Token Substitution in Actions

Action text fields — such as notification messages and Work Item titles — support **tokens**: placeholders that are replaced with real values from the triggering subject when the Automation runs. The token catalog covers fields from the subject itself (lease name, commencement date, expiration date, rent amount, location, and more) as well as context fields from the triggering event. This lets a single Automation template produce specific, meaningful output for every lease it touches.

## How Automations and Work Items Work Together

The most powerful use of Automations is connecting them to Work Items to build structured approval and review workflows. The key mechanism is the **gated trigger**: a *before* event trigger holds the originating action — such as publishing a lease amendment — until the Automation's Work Item is resolved.

### Approval Workflow Example

Here is how a lease amendment approval workflow operates end to end:

**Trigger fires**

A team member initiates a lease amendment. The Automation's *before* trigger intercepts the publish action before it is saved.

**Work Item created**

The Automation's action creates a Work Item in the designated approval queue, pre-populated with details from the amendment using token substitution.

**Action is held**

The amendment publish is held — it does not complete — while the Work Item is open. The lease shows as **Amendment Pending** during this time.

**Approver reviews**

The assigned approver sees the Work Item in their **Awaiting My Approval** queue. They review the details and approve or reject.

**Gate releases or refuses**

On approval, the held action is released and the amendment publishes automatically. On rejection, the held action is discarded and the amendment does not proceed.

This pattern works for any action that supports gating — not just lease amendments. Any *before* trigger can hold its originating action, making it possible to require human review before any significant change takes effect in your portfolio.

### Chaining Automations Through Work Item Stages

Automations can also trigger from Work Item events. When a Work Item advances to a new stage, is approved, or is completed, that event can fire its own Automation — which can in turn send notifications, update lease fields, or create follow-up Work Items. This lets you build multi-step operational processes entirely within Leasecake, without external tools.

## Building an Automation

**Open Automations**

Navigate to **Automations** in the left sidebar.

**Create a new Automation**

Select **New Automation** and give it a name that describes what it does.

**Choose a trigger**

Select **Event** or **Schedule**. For an event trigger, pick the event from the catalog and set the timing (**before** or **after**). For a schedule trigger, configure the recurrence rule.

**Add conditions (optional)**

Add one or more conditions to narrow which subjects the Automation runs for. Leave conditions empty to run for every matching subject.

**Add actions**

Add one or more actions in the order they should run. Configure each action — selecting the target queue, notification recipients, field values, or tokens as appropriate.

**Save and activate**

Save the Automation. It becomes active immediately and will run the next time its trigger fires.

> **NOTE:** A *before* trigger that gates an action holds the originating change until the Automation completes or an approval Work Item is resolved. If the held action is discarded — for example, the amendment draft is withdrawn — the gate is released automatically and the Work Item is closed without action.

## Managing Work Queues and Pipelines

Work Queues and their pipeline configurations are managed separately from individual Work Items. Queue configuration — stages, SLA rules, checklist templates, and assignee rules — is set up by an administrator and applies to every item that enters that queue. Changes to queue configuration take effect for new items and stage transitions; they do not retroactively alter the recorded history of existing items.

To configure a Work Queue, go to **Settings** and open the **Work Queues** section. From there you can:

- Create and name queues, and assign members to each queue.
- Define the pipeline stages for each queue, set their order, and configure SLA windows.
- Attach checklist templates to stages so items arrive pre-populated with the right checklist.
- Set assignee rules per stage — fixed member, least-loaded queue member, or unassigned.

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# Asset Class Groups
Source: https://docs.oslease.com/setup/asset-class-groups

# Custom Attributes

Custom Attributes let your workspace add extra fields to records such as leases, locations, and other subjects — fields that Leasecake does not include by default. Once configured, these fields appear on the record's form, detail view, and table, and they travel with the record through every workflow that touches it.

## How Custom Attributes Work

Each attribute belongs to exactly one workspace and is scoped to one or more **subject types** — the kinds of records the field appears on. The **Appears On** filter in the attribute list shows which subject type a given attribute targets. Attributes are isolated per workspace: when a record is visible to more than one workspace, each workspace sees only its own attributes on that record.

Every attribute has a **key** — a stable identifier used by any integrations that post data to Leasecake. The key is derived automatically from the attribute's label when you leave it blank, and it stays the same even if you later rename the label. Because integrations reference the key rather than the label, **editing a key breaks any integration already sending it**.

> **WARNING:** Deleting an attribute frees its key immediately. If a new attribute is later created with the same label, it derives the same key — and any integration still sending that key will write into the new attribute. Treat deletion as permanent.

## Managing Attributes in Setup

Open **Setup** in the left sidebar and select **Custom Attributes**. The list shows every attribute your workspace has configured, with columns for label, subject type, data type, and key. You can filter by **Appears On** (subject type) and by data type to narrow the list.

### Creating an Attribute

**Open Custom Attributes**

Go to **Setup** > **Custom Attributes** and select **New Custom Attribute**.

**Enter a label**

Type the display name for the field. This is what users see on the record form and detail view.

**Set the key (optional)**

Leave the **Key** field blank to have Leasecake derive one from the label automatically. Enter a value manually only if an integration requires a specific key. The key must match the accepted format and must be unique within your workspace.

**Choose the subject type**

Select which kind of record this attribute appears on — for example, a lease contract or a location. This controls where the field is shown and which records it can hold values for.

**Select a data type**

Pick the type of value the field accepts (text, number, date, and so on). The data type cannot be changed after the attribute is saved.

**Save**

Select **Save**. The attribute is now active and will appear on the form, detail view, and table for the chosen subject type.

### Reordering Attributes

The **Reorder** button appears in the attribute list only when the **Appears On** filter is set to a single subject type and no other filters are active. This restriction is intentional: reordering is scoped to one subject type at a time, so mixing filters would produce a partial and misleading result. To reorder, set the **Appears On** filter to the subject type you want to sort, clear any other active filters, and then select **Reorder**.

## Where Attributes Appear

Once an attribute is configured for a subject type, it surfaces in three places on that record:

- **Form** — the attribute field appears in the editing form when creating or updating a record. Fields are grouped in a dedicated section.
- **Detail view** — the attribute and its current value are shown when viewing a record. Attributes with no value are hidden by default in multi-attribute sections; on dedicated custom-fields pages they remain visible with a placeholder so you can see every configured field.
- **Table** — a toggleable column and a matching filter are added to the record list. Both appear and disappear together depending on whether your workspace has any attributes configured for that subject.
## Editing and Deleting Attributes

Select any attribute in the list to edit its label, key, or other settings. The **key** field is editable, but changing it will break integrations that reference the old key — update any connected systems before saving a key change.

To delete an attribute, open it and select **Delete**. Deletion removes the attribute and all values stored against it, and releases the key immediately. This action cannot be undone.

## Attribute Keys and Integrations

When an external system posts data to a lease record using the `custom_fields` payload, each field is identified by its attribute **key** — not its label. This means:

- Renaming an attribute's label does not affect integrations — the key stays the same.
- Editing an attribute's key immediately breaks any integration sending the old key.
- If a key is left blank when saving, Leasecake derives one from the label. This derivation also runs as a repair pass — if a row was written without a key (for example, during a rolling deployment), the key is filled in automatically on the next save without changing the record's modification timestamp.

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