--- title: Document Maintenance Basics description: Document Maintenance is where every Word document TMO can generate is stored. This article covers the four things you’ll do there most. --- [Skip to content](https://help.themortgageoffice.com/knowledge/document-maintenance-basics#main-content) [![TMO-LO~1](https://help.themortgageoffice.com/hs-fs/hubfs/TMO-LO~1.png?width=200&height=65&name=TMO-LO~1.png)](https://www.themortgageoffice.com/) - [Platform](https://www.themortgageoffice.com/products/) Show submenu for Platform - [Loan Servicing](https://www.themortgageoffice.com/products/loan-servicing-software/) - [Loan Origination](https://www.themortgageoffice.com/products/loan-origination-software/) - [Fund Management](https://www.themortgageoffice.com/products/fund-management-software/) - [Knowledge Hub](https://www.themortgageoffice.com/knowledge-hub/) Show submenu for Knowledge Hub - [Blog](https://www.themortgageoffice.com/blog/) - [Resources](https://www.themortgageoffice.com/resources/) - [Webinars](https://www.themortgageoffice.com/resources/?_resource_types=on-demand-webinars) - [Seminars](https://www.themortgageoffice.com/seminars/) - [FAQs](https://www.themortgageoffice.com/frequently-asked-questions/) - [Release Notes](https://help.themortgageoffice.com/knowledge/release-notes) Open main navigation Close main navigation - [Platform](https://www.themortgageoffice.com/products/) Show submenu for Platform - [Loan Servicing](https://www.themortgageoffice.com/products/loan-servicing-software/) - [Loan Origination](https://www.themortgageoffice.com/products/loan-origination-software/) - [Fund Management](https://www.themortgageoffice.com/products/fund-management-software/) - [Knowledge Hub](https://www.themortgageoffice.com/knowledge-hub/) Show submenu for Knowledge Hub - [Blog](https://www.themortgageoffice.com/blog/) - [Resources](https://www.themortgageoffice.com/resources/) - [Webinars](https://www.themortgageoffice.com/resources/?_resource_types=on-demand-webinars) - [Seminars](https://www.themortgageoffice.com/seminars/) - [FAQs](https://www.themortgageoffice.com/frequently-asked-questions/) - [Release Notes](https://help.themortgageoffice.com/knowledge/release-notes) - [Contact Support](https://help.themortgageoffice.com/knowledge/kb-tickets/new) [Contact Support](https://help.themortgageoffice.com/knowledge/kb-tickets/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://help.themortgageoffice.com/knowledge?hsLang=en) 2. [Onboarding](https://help.themortgageoffice.com/knowledge/onboarding?hsLang=en) 3. [Loan Origination](https://help.themortgageoffice.com/knowledge/onboarding?hsLang=en#loan-origination) September 24, 2026 # Document Maintenance Basics ## Document Maintenance is where every document TMO can generate is stored. This article covers the four things you’ll do there most. Other topics related to Documents will be covered in separate articles. ### **Accessing Document Maintenance** 1. Go to **System Administration \> Document Maintenance**. 2. Click the product tab you use, such as **US Private Lending** or **California Hard Money**. ![](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-Sep-24-2026-04-51-41-6168-PM.gif?width=168&height=499&name=undefined-Sep-24-2026-04-51-41-6168-PM.gif) ### **Making a document active or inactive** Only **active** documents can be used in templates and loans. Make a document inactive to hide it without deleting it. 1. Double-click the document. 2. Check or uncheck **Active**. ![](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-2.gif?width=588&height=305&name=undefined-2.gif) ### **Changing the order of documents** The order in the grid is the order documents appear in loans and templates, and is also the order the documents print in document groups. 1. Click the document you want to move. 2. Use the **up and down arrows** at the top of the list to move it. ![](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-3.gif?width=670&height=157&name=undefined-3.gif) **Tip:** Reorder inside a specific product tab, not the “All” view. The arrows do not work there. ### **Finding a field ID: the wrench icon vs. the Fields Dictionary** Every piece of loan data has a field ID, like F1004 for loan amount. You need these IDs to map documents. | | **Wrench icon (recommended)** | **Fields Dictionary** | | --- | --- | --- | | Where | On any **form** inside a loan file | System Administration \> Fields Dictionary | | How | Open the form, click the **wrench** in the upper right, then copy the ID next to the field | Search a keyword, press Enter, then copy the ID | | Best for | Most fields. You can see exactly where the data is entered | Fields without a wrench icon, like some loan-term fields | | Watch out | Maximize the window if you don’t see the wrench | Searches can return many similar fields. Check the **Form Usage** column for what Form the field appears on | ![undefined-Sep-24-2026-04-51-41-3808-PM](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-Sep-24-2026-04-51-41-3808-PM.gif?width=670&height=293&name=undefined-Sep-24-2026-04-51-41-3808-PM.gif) VS: ![](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-1.gif?width=670&height=163&name=undefined-1.gif) ### **Downloading a document to edit it** To access an editable Word copy of a TMO document, or to download your custom document: 1. Open the Document Dialogue box in Document Maintenance by double clicking on the record or by clicking the Edit button. 2. Click **Download**. The Word file saves to your Downloads folder. ![](https://help.themortgageoffice.com/hs-fs/hubfs/undefined-4.gif?width=604&height=476&name=undefined-4.gif) **Important:** If you edit any of TMOs documents, upload it as a new document so TMO updates don’t overwrite your changes. - [Getting Started](https://help.themortgageoffice.com/knowledge/getting-started?hsLang=en#main-content) - [General](https://help.themortgageoffice.com/knowledge/getting-started?hsLang=en#general) - [Basic Information](https://help.themortgageoffice.com/knowledge/getting-started?hsLang=en#basic-information) - [New Company Setup](https://help.themortgageoffice.com/knowledge/getting-started?hsLang=en#new-company-setup) - [User & Group Security](https://help.themortgageoffice.com/knowledge/user-group-security?hsLang=en#main-content) - [General](https://help.themortgageoffice.com/knowledge/user-group-security?hsLang=en#general) - [Users](https://help.themortgageoffice.com/knowledge/user-group-security?hsLang=en#users) - 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