Upload Files to the Document Management System

The Document Management System (DMS) is where Building 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

For more information, please see Functions and Features of the Document Management System.

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 will automatically be imported to the DMS. Changes to Notes or Categories of these documents in FileSmart will automatically sync with the DMS. 

If enabled by an Organisation Admin, documents on Dropbox can be bulk imported to the 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.

For more information, please see Outlook Integration.

Manually Uploaded

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

Select from the drop-down to add an invoice or a document. 

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.

Select the Plan Number for each file. For Document uploads, select the Category for each file.

Make sure to choose the correct Plan Number from the list and accurately select a Category that will help stakeholders to identify the type of document.

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. 

Click the grey '+' button to add more details to the Document or Invoice. Next, select the Lot Number and Strata Organisation employees to share the file with.

Click the checkboxes next to 'Owners' or 'Committee Members' to give them access to the file.

Toggle the switches to add the file to the Noticeboard or to Popular Documents on the
Building Profile.

When the toggle is green, the rule is applied. When the toggle is black, the rule is inactive.

When there are multiple documents, select 'Global Settings' to apply changes to all of them.

Make sure to click 'Done' to complete the upload.

For more information, please see Upload an Invoice on Behalf of the Contractor and File Naming Conventions.

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