Property management companies often have core documents, such as welcome packages and policies, that need to be shared with every community in their portfolio. Instead of adding these files to each workspace one at a time, portfolio administrators can upload them once through the Portfolio File Library. This makes it quick and easy to share resources consistently across all of the communities they manage. This user guide outlines how to upload files to multiple workspaces from the Portfolio File Library.
Note: The Portfolio File Library currently supports uploading files only. To edit, move or delete a file after it has been uploaded, go to the File Library in that specific workspace.
1. Select File Library from the main menu.
2. Click Upload Files to add files to your workspaces.
3. Click Upload Files to choose the files you want to upload. Files can be up to 25 MB, and file names can't contain these characters: / \ : * ? " < > !
4. Once your files show as Completed, click Next: Select Workspaces.
5. Choose the workspaces that should receive the files. Click All workspaces to select every workspace in the portfolio, or check off individual workspaces as needed. You can use the search bar to help locate specific workspaces. Once completed, click Next: Provide Details.
6. Review, and if applicable, edit the file name and add a description for each file. The description will be listed under the file name in each workspace's File Library.
7. Use the Folder dropdown to choose where each file will be saved. Type in the search box to filter the folder list. Choose Root of File Library to put the file in the main File Library, or choose a specific folder.
Note: Next to each folder you will see how many of your selected workspaces have that folder. Workspaces that don't have the folder will be skipped for that file.
8. For each file, use the Send Email checkbox to determine if you want to send an email notification to workspace administrators that a new file has been added. Then, review the Before you submit message to see how many workspaces will be skipped for each file, and click Next: Review & Confirm.
9. Review how many files, workspaces and delivery targets are in the upload. Files go into the selected folder in each workspace, and workspaces without that folder are skipped. Click Submit to initiate the upload.
10. Your files have now been submitted, and the Upload Status page shows a progress bar. Depending on the number of files, the upload may take a few minutes to process. You can leave and return to this page at any time to check the status. If needed, click Cancel Job to stop the upload.
When the upload finishes, the Upload Status page shows how many files were delivered, skipped or failed. Look at each file breakdown to see which workspaces got each file and which were skipped because they didn't have the selected folder.
11. When you return to the File Library, you will see your recent upload listed with the date and time, who uploaded it, its status, the number of files and workspaces, and how many were successful, skipped or failed. Click View Status to see the full upload details.
12. The file now appears in the File Library of each workspace it was delivered to, and the History section shows that it was uploaded through the portfolio.