Documents
Upload board files, control resident visibility, manage review dates, restore deleted files, and generate signed downloads.
Overview
The Documents module is the community file vault. Board users can upload documents, categorize them, decide whether residents can see them, and manage review/expiration metadata.
Secretary-level access is required for uploads and deletion. Residents only see documents marked public.
Document List
The list page shows:
- Document name
- Category
- Public/private visibility
- File size and file type
- Review or expiration metadata when available
- Download/open actions
- Delete/restore controls
- Deleted document view
The page counts current files or deleted files depending on the view.
Uploading Documents
Document upload captures:
- File
- Display name
- Category
- Public visibility
- Expiration date
- Review date
- Document owner
- Renewal notes
Uploaded files are stored in the community's document storage area and referenced by storage key, not public URL.
Public vs Board-Only
| Visibility | Who can access |
|---|---|
| Public | Board and residents |
| Board-only | Board portal only |
Toggle visibility when a document should be shared or removed from the resident portal. Visibility changes are logged.
Download Links
Board and resident downloads use signed URLs:
- Board download links last 1 hour.
- Resident document links are only generated for public documents.
- The storage key must belong to the same community.
This prevents direct public access to private storage paths.
Review and Expiration Dates
Documents can include review and expiration dates. Expiring documents feed dashboard attention items when they are within 30 days of expiration.
Use these fields for:
- Insurance policies
- Vendor certificates
- Annual forms
- Contracts
- Governing document review cycles
Delete, Restore, and Permanent Delete
Documents are soft-deleted first. Deleted files can be restored from the deleted view.
Permanent deletion is available only after soft delete. Permanent deletion removes the stored upload and deletes the database row.
Use permanent deletion only when the file truly should not remain in records.
Resident Impact
A document appears in the resident portal only when:
- It is public.
- It is not deleted.
- It belongs to the resident's community.
Residents can search, filter, view, and download public documents.