Notices

Notices and Task Notices are special document types in Roz. 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

Roz 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 the documents in Roz

   Process them as Automatic or Document from the Queue or the Splitter. Roz picks Task Notice types from the content.

2. Verify the document type

   On the card, confirm the Document type starts with “Task Notice -”. Regular “Notice -” types do not go to Monday.

3. Turn on Server and Monday

   In the file bar at the bottom of the review page, turn on Server and Monday. Turn on Assign PM on notices to assign the property manager. On the Automatic page, tick only the task notices first so invoices do not go to Monday.

4. Click File

   Task notices are saved to the server and uploaded to the M&O board. Other documents are saved to the server only.

Monday settings

The Monday API key, the M&O board ID (default 18395385751) and group (default “Maintenance & Operations”) are set in Roz under Settings > Monday. See Roz Settings.

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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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Quick Reference

Roz: Documents Document review, types, notices and save folders in Roz.

Server Directory Folder structure, save paths, and where notices land on the server.