Folders and hierarchy

PropLink organises files into folders. Folders mirror the property hierarchy by default but can be customised per site or per organisation.

The default folder structure

For every new site, PropLink creates:

• Site documents/ — site-wide files (lease, planning, rules).
• Compliance/ — gas, electrical, fire, lift, water hygiene certificates.
• Insurance/ — buildings insurance schedules and claims.
• Year-end packs/ — service charge year-end statements.
• Section 20/ — consultation notices and supporting documents.
• Meetings/ — AGM and EGM minutes.
• Plans and drawings/ — floor plans, elevations, technical drawings.
• Photos/ — site photography.
• Correspondence/ — formal letters issued.

For every unit, PropLink creates:

• Lease/ — the lease itself and any variations.
• EPC/ — Energy Performance Certificates.
• Tenancy documents/ — for Lettings units.
• Other/ — anything else.

Customise the structure

1. Open the site or unit's Files tab.
2. Click New folder to add a folder.
3. Drag and drop to reorganise.
4. Right-click a folder to rename, archive or change permissions.

The default structure is just defaults. You can customise per organisation under Settings → File templates.

Folder permissions

Each folder has its own permissions. See File permissions. You can mark a folder as visible to:

• Staff only (default).
• Specific roles (accountants, managers).
• Residents (visible on ResidencePort).
• Contractors on a specific work order (visible via ContractorPort).
• The Building Safety Regulator (visible via BuildingThread, when shipped).

Linking folders to records

Files attached to a record (a ticket, a work order, an invoice) live in two places: the record itself, and the corresponding folder. This means a contractor's certificate uploaded to a work order also appears under the site's Compliance folder automatically.

The dual location avoids orphan files that sit only on a closed work order with no easy way to find them later.