# Documents

Find out how to upload, store, and manage important files such as invoices, certificates, and reports in one place.

# Overview

The **Documents** page allows you to upload, store, and organise important files related to your building’s maintenance and management.  
You can upload documents in a variety of formats, including **Word**, **PDF**, and **Excel** files.

This centralised library helps ensure all key documents are easy to find and accessible to everyone involved in the management process.

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## Uploading documents

- Click the **Add Document** button.
- Choose a file from your computer (e.g. Word, PDF, Excel).
- Select the **appropriate category** from the list.
- Once uploaded, the document will appear under its category, where it can be viewed or downloaded later.

> **Note:** Documents uploaded via the [**Work Tracker**](https://help.commonview.com/books/work-tracker "Work tracker") feature are automatically added here as well, making it easy to access all related documents in one place.

For more details: [Create a document](https://help.commonview.com/books/documents/page/add-a-document "Create a document")

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## Document categories

Documents are organised by category to find documents easily:

- **Governance Compliance** – policies, procedures, and regulatory documents
- **Financials Budgets** – financial statements, budgets, and forecasts
- **Meetings Communications** – minutes, agendas, and correspondence with stakeholders
- **Maintenance Repairs** – maintenance records, repair logs, and service reports
- **Contracts Suppliers** – supplier agreements, contractor details, and service contracts
- **Insurance Risk** – insurance policies, certificates, and risk assessments
- **Building Services Operations** – operational manuals, servicing schedules, and maintenance plans
- **Residents Tenancy** – tenancy agreements, communications, and resident notices
- **Projects Renovations** – renovation plans, project proposals, and progress reports
- **Legal Disputes** – legal correspondence, tribunal records, and dispute resolutions

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## Key features

- **Secure storage:** all documents are safely stored within the platform.
- **Easy access:** quickly view or download files when needed.
- **Organised structure:** every document is grouped under a clear category.
- **Consistent updates:** you can replace or remove outdated documents to keep records current.

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### Example use cases

- Upload the **latest insurance certificate** under *Insurance Risk*.
- Store **meeting minutes** and **budget forecasts** under *Meetings Communications* and *Financials Budgets*.
- Keep **contractor agreements** and **maintenance logs** up to date under *Contracts Suppliers* and *Maintenance Repairs*.

# Add a document

The **Add a Document** side panel allows you to add new documents to your building’s document library.  
Each document is categorised and stored so it can be easily accessed by all authorised users.

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## Information required

When creating a document, you are asked to provide the following information:

1. **Document Title**
    
    
    - A clear, descriptive name for your document.
    - Example: *“Roof Inspection Report 2025”*
2. **Document Type**
    
    
    - Select the **category** that best describes the document from the following options:
        
        
        - Governance Compliance
        - Financials Budgets
        - Meetings Communications
        - Maintenance Repairs
        - Contracts Suppliers
        - Insurance Risk
        - Building Services Operations
        - Residents Tenancy
        - Projects Renovations
        - Legal Disputes
3. **Description (optional)**
    
    
    - A short summary of the document’s contents.
    - Example: *“Summary of the annual roof inspection, including findings and recommendations.”*
    - Useful for quickly understanding the purpose of the document without opening it.
4. **File Upload**
    
    
    - Upload the document from your computer. Supported formats include:
        
        
        - Word (.docx)
        - PDF (.pdf)
        - Excel (.xlsx)

[![Add document.png](https://help.commonview.com/uploads/images/gallery/2025-10/scaled-1680-/zwLNQFhPqgTMSjDS-add-document.png)](https://help.commonview.com/uploads/images/gallery/2025-10/zwLNQFhPqgTMSjDS-add-document.png)

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## Key points

- The document will be automatically added to the **Documents page** under the selected category.
- Documents uploaded via **Work Tracker** also appear in this library.
- The **optional description** helps users understand the content at a glance.
- All uploaded documents are **securely stored** and can be viewed or downloaded by authorised users.