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Manage property documents in the filing cabinet

  • Updated

Learn how to use the filing cabinet to store and organise property-related files.

This article covers:

Upload files to the filing cabinet

The filing cabinet is your central hub for storing all documents related to a property. You can upload files manually, save system-generated documents, and manage access settings—all in one place.

  1. Go to: A property card
  2. Click the Filing Cabinet tab
  3. Choose a folder, if needed, before uploading a document
    Select-folder.png
  4. Drag and drop your document into the upload area, or click the cloud icon to browse and select a file
    Upload-files.png
  5. The file will appear in the files section once uploaded.
Note: You can import various document types, including Word documents, PDFs, and image files. Imported files are stored in the Filing Cabinet and can be viewed or downloaded like any other document. The Filing Cabinet supports a standard maximum file size of 200 MB. 

Manage uploaded files

Once your file is uploaded, you can view, edit, download, or email it directly from the filing cabinet.

  1. Click on the uploaded document
  2. Select the desired action:
  • View the document
  • Edit the document
  • Download it to your device
  • Send As Email directly from the system
  • Send to Secure Sign if you have the integration enabled
    File-options.png

Upload to a previous lifecycle

If you missed uploading a document before a property was settled or withdrawn, you can still add it to a previous lifecycle.

  1. Go to: The Filing Cabinet
  2. Click the lifecycle selector under Files
  3. Select the prior lifecycle
    Files-Past.png
  4. Upload the document as usual

Access files from previous lifecycles

If a property has gone through multiple lifecycles, you can still access older documents.

  1. Use the lifecycle selector under Files
  2. Select the prior lifecycle
  3. Browse and manage documents from earlier stages
Note: Files can be added to a previous lifecycle at any time. However, files in the current lifecycle are only moved to archived when the property status is changed to Withdrawn or Settled.

Update document settings

After uploading, you can customise how the document behaves and who can access it.

  1. Click the spanner icon in the bottom-right corner of the document to update:
  • Name - Rename the document
  • Contract - Mark as a contract to trigger automatic actions in the Vault mobile app
  • Share With - Choose visibility—entire office, specific users, or teams
  • Visible In - Select folders where the document should appear
    Attachment-settings.png
  1. Click Save

You can delete the document from this window.

  1. Click Delete
  2. In the pop-up window, click Yes/Proceed
Note: This document cannot be recovered. If it is required, it must be added manually.

What's next?

Once a document is uploaded, you can include it in the Electronic Table for the listing and set up an auditor login, which allows auditors to securely access reports and documents remotely.

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