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Document Management

All your building documents in one secure location

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Overview

The Documents workspace is the shared repository for the records that support building operations. It is designed to keep legal, financial, insurance, maintenance, and admin files easy to find without scattering them across inboxes and drives.

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Core document categories

You can also create custom categories when the default structure is not enough for your building or portfolio.

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What users can do in the current product

Upload and organise

Add new files, place them in the right category, and apply tags or metadata that make later search easier.

Preview and download

Open a document from the repository instead of asking users to download everything first.

Search and filter

Narrow the list by search term, category, tags, or custom category so important records stay easy to find.

Rename, retag, and tidy up

Keep the repository readable as the building grows instead of treating upload as a one-way archive.

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Analyse a document with AI

Any document in the repository can be run through the Document Analyser. Click Analyse on a document to get:
  • A structured summary — key parties, dates, financial terms, property details, and important clauses.
  • An Ask Questions chat — ask the document things like “Who is responsible for window repairs?” and get answers grounded in its contents.
It works best on leases, deeds, licences, contracts, insurance policies, and meeting minutes. See the Document Analyser guide for a full walkthrough.

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Why documents matter across the product

Agenda packs, notices, minutes, and supporting files are easier to trust when they live with the building record.
Budgets, accounts, invoices, and Section 20 support files are more useful when the document repository stays up to date.
Inspection reports, warranties, certificates, and supplier paperwork all become easier to reuse when stored centrally.

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Public-facing guidance

Create a filing habit early

The repository is most valuable when teams upload core records as they work, not months later.

Use meaningful categories and tags

Search only works well when uploads are organised consistently.

Think about resident readability

A resident looking for insurance or accounts should not need internal knowledge to find them.

Treat documents as shared context

Link related meetings, finance workflows, and issue records back to the relevant files where possible.