Files and documents

PropLink stores every document, invoices, certificates, plans, leases, photos, statements, in a shared file store. Files live with the record they relate to (a unit, a site, a work order) and are visible to anyone with access to that record.

What you store here

• Leases and lease variations.
• Buildings insurance policies and schedules.
• Fire risk assessments and remedial works evidence.
• Gas, electrical, lift and water hygiene certificates.
• Service charge accounts packs.
• Section 20 notices at each stage.
• Photos of damage, completed works, site walks.
• Meeting minutes (AGM, EGM, Directors' meetings).
• Correspondence with leaseholders and tribunals.
• EPCs and floor plans.

In this section

The pages cover folder structure, uploading, bulk upload, permissions, search, versioning and the planned expiry tracking.

Folders and access

Files are organised in folders per site. Folders can be:

• Internal: visible to staff only.
• Shared with residents: accessible from ResidencePort.
• Shared with contractors: accessible from ContractorPort for the relevant work order.
• Shared with the Building Safety Regulator: accessible from BuildingThread (when shipped).

Folder visibility is per folder, not per file. If a file should be visible to residents, put it in a resident-visible folder.

File expiry

Coming soon. Certificates with expiry dates (gas, electrical, EPC, insurance) will be tracked and surface on the compliance matrix with renewal reminders.

Storage

PropLink uses a secure cloud object store managed by the platform. Files are encrypted at rest. There is no hard upload limit; per-file size limits depend on file type (typically 200 MB for documents, 50 MB for images).