This user guide outlines how to add a common document to the Document Shop. Common documents are supporting files that auto-attach to a document type using the Requires Fulfillment delivery model, such as a Status Certificate, Estoppel Letter, or Form B. This ensures they are included automatically every time that document is ordered, without re-uploading them each time. Common documents tend to be standard items that apply to all residents like By-laws, Declarations, Rules etc. Common documents are configured per workspace - a document you add for one workspace won't automatically apply to others, even if they are linked to the same document shop item for sale. Additional documents, specific to the individual resident/unit, can still be added to the order during fulfillment.
Reminder: You must add your document types to the catalogue before uploading your common documents. For instructions on how to do so, refer to the following guide: How to Add a Document to the Document Catalogue.
1. From the main menu, expand Record Keeping, then Document Shop, and select Common Documents.
2. On the Common Documents page, use the workspace filter to browse existing common documents, or select Add Common Document to create a new one.
3. The Add Common Document form opens with two sections: Document details on the left and Association & file on the right.
4. Under Document details, enter a Title for the common document. This is what will be seen by the requestor.
5. Add a Description so administrators can easily identify the document at a glance. This will not be seen by the requestor.
6. If the document should expire, set an Expiry date using the calendar. Leave this field blank if it does not expire.
Note: Once a document expires it will no longer be automatically attached to the document type.
7. Choose which workspace in your portfolio the document belongs to.
8. Under Association & file, select which document type the file should auto-attach to. Only document types with the Requires Fulfillment delivery model will be available for selection.
9. Upload the applicable document. Select Remove if you need to replace it.
10. Review all the fields and click Save.
11. The common document has now been added to the selected document type. If you need to make any updates, select Edit.
You will also see the document on the Common Documents list and it will be included automatically in all pending or future orders.
Additional Resources