Documents 👤

Upload a Document to the Vault

The shared document vault lets you and your advisor exchange files securely — financials, reports, contracts, anything relevant to your engagement. This guide covers uploading a document. 💡 Tip — Who can use this Available to clients on the Access tier and above (document sharing feature), under Documents. Quick reference | Step | Action | |------|--------| | 1 | Choose a category and upload | Step 1 — Upload a document Go to Documents and click Upload New Document. Choose a Category, a Zone (clients upload to the Client Zone, which is shared with your advisor), and an optional display name. Then drag and drop your file or browse to select it. Supported types: PDF, DOCX, XLSX, PPTX, CSV, JPG, PNG. The upload shows progress and enforces per-file and total storage limits. Click Confirm Upload to finish. Your advisor is notified that a new document is available. 📝 Note — Uploads respect storage quotas There's a per-file size limit and a total storage limit for your organization, shown in the vault quota banner. If you're near the limit, you may need to remove old documents first. 💡 Tip — Pick a meaningful category Categorizing documents (e.g. "Financials," "Contracts") keeps the vault scannable for both you and your advisor. Categories are managed by your admin.

Download or View a Document

Documents in the vault can be downloaded to your device at any time. This guide covers downloading. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents. Quick reference | Step | Action | |------|--------| | 1 | Click Download on a document row | Step 1 — Download a document In the Documents workspace, each document row has a Download action for the current version. Click it to download the file to your device. The download uses a secure, time-limited signed link. 📝 Note — Downloads are logged Each download is recorded in the vault's activity log with who downloaded what and when. This keeps a clear trail of document access. 💡 Tip — Download older versions from the version history The row's View Versions & History action opens a modal listing every version, each with its own download button. Use this to retrieve a previous version if the current one isn't what you need.

Replace a Document with a New Version

When a document changes (a revised report, an updated contract), you can upload a new version rather than deleting and re-adding it. The version history is preserved. This guide covers replacing a document. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents. You can only replace your own files. Quick reference | Step | Action | |------|--------| | 1 | Use Replace to upload a new version | Step 1 — Replace a document In the Documents workspace, find the document you want to update. Use the row's Upload New Version (Replace) action (available if you have permission). Select the new file and confirm. The new file becomes the current version, and the previous version is kept in the version history. Your advisor is notified that the document was replaced. 📝 Note — Clients can only replace their own files You can replace documents you uploaded, but not files your advisor placed in the Advisory Zone. If an advisory document needs updating, ask your partner. 💡 Tip — Use Replace instead of Delete + re-upload Replacing preserves the document's category, name, and history — it just adds a new version. Deleting and re-uploading loses that continuity. Prefer Replace when a document is evolving.

View Version History

Every time a document is replaced, the previous version is kept. You can view and download any past version. This guide covers the version history. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents. Quick reference | Step | Action | |------|--------| | 1 | Open version history and download any version | Step 1 — View versions In the Documents workspace, use a document row's View Versions & History action. A modal opens listing every version of the document, with the version number, filename, and upload date. Each version has its own Download button, so you can retrieve any past version — useful if a recent change introduced an error or you need to compare. 📝 Note — The current version is marked The most recent version is flagged as current. Previous versions are kept but not served by the default Download action on the row — use this modal to reach them. 💡 Tip — Version history is an audit trail The version list shows how a document evolved over time. If you're unsure when something changed, check the version dates to trace it.

Delete a Document

You can remove a document from the vault entirely — this deletes all its versions and history. This guide covers deletion. 💡 Tip — Who can use this Available to clients on the Access tier and above. You can only delete your own files. Quick reference | Step | Action | |------|--------| | 1 | Confirm deletion of a document | Step 1 — Delete a document In the Documents workspace, use a document row's Delete action (available for files you uploaded). You'll be asked to confirm, since deletion removes all versions and history for that document. Once confirmed, the document and all its versions are removed from the vault. ⚠️ Warning — Deletion is permanent Deleting a document removes every version of it. There's no undo. If you only mean to update a document, use Replace instead — that keeps the history. Use Delete only when you want the document gone entirely. 📝 Note — Clients can only delete their own files You can delete documents you uploaded to the Client Zone, but not files your advisor placed in the Advisory Zone. Ask your partner to remove advisory documents.

Understand Client Zone vs Advisory Zone

The document vault has two zones — Client Zone (shared) and Advisory Zone (internal to the advisory team). Understanding the difference helps you know who can see and edit what. This guide explains the zones. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents. Quick reference | Zone | Who writes | Who reads | |------|------------|-----------| | Client Zone | Clients | Clients + advisors | | Advisory Zone | Lead partner only | Advisory team | The two zones Client Zone — this is where you (the client) upload documents to share with your advisory team. You can upload, replace, and delete your own files here. Your advisors can see what you share. Advisory Zone — this is where your advisory partners place documents internal to the advisory work. Only the lead partner can write to the Advisory Zone, and its contents are confidential within the advisory team. You (client) cannot write to or delete advisory documents. 📝 Note — Clients are limited to the Client Zone When you upload, the zone selector is locked to the Client Zone. You can't place documents in the Advisory Zone — that's reserved for the advisory team's internal work product. 💡 Tip — Use the right zone If you want your advisor to see a file, upload it to the (default) Client Zone. If an advisory document seems missing, it may simply be in the Advisory Zone, which is internal — ask your partner if you need something from there.

Check Your Vault Storage Quota

Your document vault has a storage limit — a total megabyte cap for your organization. A banner shows how much you've used. This guide covers the quota. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents. Quick reference | Step | Action | |------|--------| | 1 | Check the quota banner | Step 1 — Check your quota At the top of the Documents workspace, a Vault Quota banner shows your used storage versus the maximum (e.g. "120 MB / 500 MB"), with a progress bar that turns amber and then red as you approach the limit. 📝 Note — There are two limits There's a per-file size limit (enforced at upload) and a total organization storage limit. The banner reflects the total. If either is exceeded, the upload is rejected with a clear message. 💡 Tip — Clean up to free space If you're near the limit, remove old or duplicate documents you no longer need. Version history counts toward your usage — if a document has many large versions, consider whether you still need all of them. Contact your admin if your organization needs a higher storage allocation.

Read the Vault Activity Log

The vault activity log is an audit trail of every document action — who uploaded, replaced, deleted, or downloaded what, and when. This guide covers reading it. 💡 Tip — Who can use this Available to clients on the Access tier and above, under Documents (the "Vault Activity Log" tab). Quick reference | Step | Action | |------|--------| | 1 | Open the activity log tab | Step 1 — Read the activity log In the Documents workspace, click the Vault Activity Log tab. You'll see a paginated, chronological list of document actions, each showing: - The date and time. - The user who performed the action. - The action type (upload, replace, delete, download, or other) as a badge. - Details about what was acted on. 📝 Note — It captures every interaction Uploads, replacements, deletions, and downloads all appear here. This makes the log useful for accountability — you can see exactly who accessed or changed a document and when. 💡 Tip — Use it to confirm a partner received a file If you uploaded a document and want to confirm your advisor picked it up, check the activity log for a download entry under their name. It's a quiet way to verify the handoff without chasing a message.