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Vantaca Home - Documents Page

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Shelley Labrecque
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This article outlines how to use the Home portal Documents page, depending on if you are a homeowner or board member.

 

The following changes are coming May 27!

 

Homeowners can view the Documents page and perform limited functions. Board members with the Board Document Management feature enabled, can add, update, and remove documents from the Home portal (with permissions).

Note: Folder permissions are set up by the management company. If you do not have access to something that you think you should, contact your management company.

 

Contents

 

Homeowners

This section describes how homeowners can access the folders and files within the Documents page.

To access the Documents page from your home portal:

  1. Log in to your Home portal.
  2. Click Documents in the side menu.
    The Documents page opens and displays the folders/files for which you have permissions.
    In the following example, the homeowner opened a folder called Homeowners and can see the test.txt document within.

    2025-05-14_11-06-55.png
  3. Use the following items:
    • Search: See the following Search section.
    • Folder/File Name: Click the name of the folder or file to:
      • Folder: Open the folder to display the files within.
      • File: Open the file in preview mode (you can also download the file from this screen).
    • Copy (1): Copies the link to this document in this folder. When sharing this link, only those with the correct permissions can view it.
    • Download (2): Downloads the file.

Search

To search for a specific file:

  1. Enter the name of a document in the search field and click the Magnifying Glass icon.
    The system returns a list of documents that have the same text within the filename and displays the path to where it resides. This is a global search and will look in all folders (even if you are searching from within a specific folder).

    2025-05-14_11-09-45.png

  2. Click Clear search to return to the folder where you began your search.

 

Board Members

This section describes how board members can access the folders and files within the Documents page and the added functionality enabled with the Board Document Management feature.

 

Adding Board Document Management

You can add the ability to use Board Document Management to the Board role. Board members must have the Board role assigned to them to see all of the board-related pages.

To add this feature:

  1. Navigate to Settings > Roles.
    The Roles page displays.
  2. Search for the role that you want to allow to use Board Document Management.
    For example, in the following image, the user wants to allow all users with the Board role to use this feature and enters "Board" in the search field.

    2025-05-14_11-15-09.png

  3. Click the caret next to the role name to open it (ensure the Security tab is selected).
  4. Go to the Portal section and click Edit next to Board Document Management.
    The Edit Role Security screen opens.

    2025-05-14_11-16-12.png

  5. Select the following security permissions as desired:
    • Add/Update: Allows users to add documents and make changes to existing documents.
    • Delete: Allows users to delete documents.
  6. Click Save changes.

 

Board Member Documents Page

If you are a board member with the Board Documentation Management feature enabled, the Documents page includes additional functionality to the homeowner view.

To access the Documents page from your home portal:

  1. Log in to your Home portal.
  2. Click Documents in the side menu.
    The Documents page opens and displays the folders for which you have permissions.
    In the following example, Board members can see the folders that have board member and public access.
    Note: The Who Can Access column is added to this screen for those with the Board Document Management permission.

    2025-05-14_11-19-42.png

  3. Use the following items:
    • Search: See the Search section.
    • Upload: Opens the Upload screen where you can select the files to upload into the selected folder. See the following Uploading Documents section for details.
    • Name: Click the name of the folder or file to:
      • Folder: Open the folder to display the files within.
      • File: Open the file in a separate preview mode screen (you can also download the file from this screen).
    • Copy: Copies the link to this folder or file. When sharing this link, only those with the correct permissions can view it.
    • Elipses menu (...): Select one of the options:
      • Rename: Opens the Rename screen where you can change the name of the folder/file. You cannot use the same name as a folder/file in the same hierarchy.
      • Duplicate: Creates a folder with the same name and permissions, but does not duplicate the contents.
      • Delete: This option only displays if the Board Document Manager Delete permission is enabled. Click to remove the folder/file.

 

Uploading Documents

  1. Click Upload.
    The Upload screen displays.

    2025-05-14_11-24-32.png

  2. Drag and drop or click the link to select the files you want to upload into this folder.
    The Upload screen displays the files you are uploading as a list. You can add or remove files as needed from here.
  3. Click Upload.
    The system uploads the compatible files and shows rejected files in red (e.g. incompatible file type, incorrect extension, over 120mb, etc.).
    Duplicate files upload with an incremented number in the file name (e.g. test.txt, test(1).txt, test(2).txt, etc.)

    2025-05-14_11-25-09.png

  4. Click X in the upper-right to dismiss the Upload screen when complete.

 

 

 


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