Documents, folders and finding evidence

Documents are most useful when they are attached to the record they prove. Our Stairwell combines record-linked documents with custom folders and permission-aware search.

Where to upload a document

Upload from the relevant work, meeting, unit, bill, compliance item, major works record, insurance record, asset, handbook section, sale pack, year-end pack or contractor profile when the file belongs to that record.

Use Documents > Custom Folders for general association files that do not belong to a specific record. You can create subfolders, rename them and upload documents inside them.

Avoid keeping a second copy in a custom folder merely for convenience. Search can find linked documents without breaking their context.

Finding documents

Use Documents > All Documents to:

search by document name or indexed file content;
filter by source, such as Works, Meetings, Bills or Units;
open document details; and
follow a document back to its source record.

Search only returns records you have permission to see. A missing result may mean the file is attached to a section outside your access.

I cannot find or open a file

Clear the source filter and search for a distinctive part of the file name.
Open the work, meeting or other record where the file was attached.
Check for a pending scan, rejected file or scan error. A file that has not passed its checks may not be available to open yet.
Ask the record owner to confirm that the upload completed and that your role can access the record.

Do not upload another copy just because a search returned no results. If the file still cannot be opened, tell support its name, source record and the error shown, without sending the document itself unless requested.

Names and versions

Use a name that explains the document without opening it, including a useful date or period where appropriate. Before uploading a replacement, check whether the original should remain as historical evidence. Do not silently replace a policy, certificate, quote or approved set of minutes when both versions matter.

Sensitive files

Attach personal or financial documents only to the record and audience that need them. Check files before creating a public sale-pack link or resident-safe year-end pack. A document visible to committee finance users is not automatically suitable for residents or external recipients.

Downloads and exports

Individual records provide downloads where allowed. Profile > Export offers broader exports for categories permitted by your role, including document bundles. Exports are point-in-time copies; continue to update the shared record rather than editing an exported copy as if it were live.