Notices

Notices and Task Notices are special document types in the preprocessor. Both get routed to a Notices subfolder on the file server, but only Task Notices are uploaded to the Monday.com M&O board.

Notice

Starts with Notice -

Saved to the server Notices subfolder only. Not uploaded to Monday.com.

Task Notice

Starts with Task Notice -

Saved to the server Notices subfolder and uploaded to the Monday.com M&O board.

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How the System Identifies Notices

The preprocessor checks the document type name prefix to determine routing:

Prefix	Classification	Server Save	Monday.com Upload
Notice -	Notice
Task Notice -	Task Notice		M&O board
Anything else	Standard

Naming matters

The prefix must match exactly. “Notice - Default” and “Task Notice - Fire Sprinkler” are valid. A doc type like “Termination Notice” is treated as a standard document, not a notice type.

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Server Save Paths

Both Notice and Task Notice documents are saved inside a Notices subfolder within the document’s category folder.

Folder Structure

• DirectoryZ:\Shared\[Company]\Properties\[Property]

  • DirectoryLeasing

    • DirectoryNotices/

      • 20250301_Notice-Default_OakwoodPlaza.pdf
      • 20250315_TaskNotice-FireSprinkler_OakwoodPlaza.pdf
  • DirectoryAccounting

    • DirectoryNotices/

      • 20250310_Notice-LatePayment_PineCreekMall.pdf
  • DirectoryProperty Management & Operations

    • DirectoryNotices/

      • 20250320_TaskNotice-HVACRepair_SunsetTerrace.pdf

The category (Leasing, Accounting, etc.) is determined by the document type definition in document_types.json. The Notices subfolder is appended automatically when the doc type starts with “Notice -” or “Task Notice -”.

Same naming convention

Notice files follow the same naming format as all other documents: yyyymmdd_documenttype_propertyname.pdf

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Uploading Task Notices to Monday.com

Only documents with a type starting with Task Notice - are uploaded to Monday.com. They go to the M&O board (Maintenance & Operations), which is separate from the AP board used for invoices.

Upload Workflow

1. Process documents in Document mode

   Upload and review documents normally. The system classifies Task Notice types automatically based on content.

2. Verify the document type

   Confirm the doc type starts with “Task Notice -” in the document details panel. Only these types will be picked up during upload. Regular “Notice -” types are skipped.

3. Open M&O Board Settings

   In the sidebar under Upload to Monday.com, expand M&O Board Settings and configure:

   • API Key — your Monday.com API token
   • M&O Board ID — defaults to 18395385751
   • M&O Group — defaults to “Maintenance & Operations”

4. Click Upload Task Notices to Monday

   The system scans all documents in the stack, filters for Task Notice types, and uploads each one.

5. Review the results

   A success message shows how many task notices were uploaded. If none exist in the stack, you get an info message.

Upload is independent from saving

Clicking Upload Task Notices to Monday does not save files to the server. You need to click Save All to Server separately if you also want the files on the Z: drive. Do both to keep your file server and Monday board in sync.

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What Gets Created on the M&O Board

Each Task Notice creates a new item on the M&O board with the following fields:

M&O Board Item

Field	Value
Item Name	{Property Name} - {Document Type}
Date	Today’s date (auto-filled)
File	The PDF document attached

Example item name: Oakwood Plaza - Task Notice - Fire Sprinkler

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Related

Document Preprocessing Full document processing workflow including upload, review, and server save.