Upload Files to the Document Management System

Upload Files to the Document Management System

The Document Management System (DMS) is where Strata Managers can upload Documents and Invoices relevant to their Buildings.

Documents can be added to the DMS in a few ways:

• Added from a Job
• Imported using integrated software
• Manually uploaded
  • Mandatory fields
  • Additional fields and options
    • Document sharing
    • Adding to 'Building Profile'
    • Splitting the document
    • Global settings
• Nominated email address (invoices only)

Added from a Job

Any file added to a Job in the Portal will automatically be added to the DMS. These documents and invoices will have a Wrench icon in List View which links back to the Job.

Imported Using Integrated Software

Any document associated with a building that is added to FileSmart or the Strata Master DMS will automatically be imported to the Portal DMS. 

Documents and Correspondence from Outlook emails can be imported to the DMS using the Outlook plugin. These can include attached files in the email keeping all information in one place.

To upload documents in bulk, organisations can user the SFTP Uploader tool which is able to transfer large volumes of documents securely without impacting productivity.

Manually Uploaded

To upload a file to the DMS, click the Documents Icon on the toolbar then click the '+ Doc' button.

Click 'Browse' and select one or more files to attach, or drag and drop the files onto the shaded area.

Note: The following file types are supported: .doc, .docx, .pdf, .tiff, .rtf, .csv, .xls, .xlxs, .ppt, .pptx, .jpeg and .png.

When the file or files have been attached, the file name, file size, and an icon will be listed.

From here you can add the following document details:

Mandatory fields

• Plan Number
  • Select from the list of buildings.
• Category
  • Select the Category that will help stakeholders identify this type of document.
• File name
  • Defaults to the uploaded file's name. A suggested file name will be provided to select. Change the file name if it doesn't follow the Strata Organisation's file naming conventions. 

Additional fields and document features (optional)

Click the 'Additional fields' link to add more details and see more document options

• Lot number
• Tags

Sharing the file

Select individual users to share the file with. You can also click the check boxes next to 'All committee members or 'All owners' to quickly give those groups access to the file.

Adding document to the 'Building Profile'

Click the check boxes to add the document to the plan's Building Profile by:

• adding it as an Important Document and/or
• adding it to the Noticeboard

Splitting the document

Users can split large PDF files into smaller documents during upload. Select Split into Separate PDFs under Additional Fields, 

Then enter the number of pages required per document.

Global Settings

When there are multiple documents uploaded at once, select 'Global Settings' to apply changes to all of them. The following fields can be applied to all uploaded documents:

• Plan Number
• Category
• Share Permissions

Click 'Upload' to complete the upload.

Nominated Email Address (Invoices Only)

Each organisation is provided with a nominated email address to send invoices to. Any attachments sent to this email will automatically be uploaded into the Portal, ready for review and approval. 

Strata Managers should contact us with any further questions regarding this process.