Manager
Share a Document
For whom and what you need
For a Manager who wants to make a file available to residents: the house rules, the minutes of a meeting, a contract with a service company, the bin collection rota. Residents only read and download a document; nobody else can reach it.
You will need:
- a PDF, JPEG, PNG, Word (DOCX), Excel (XLSX), OpenDocument (ODT, ODS) or plain text file of at most 20 MB. The portal does not take the older Word and Excel formats (DOC, XLS), files with macros, templates, ZIPs or web pages;
- a title (3 to 120 characters) and to know whom the document is for.
Steps
Open the form
On the Notice Board click Upload document, or in the navigation click Publications, the tab Documents and New document.
Fill in the title and the category
The Title is what residents see, for example "Minutes of the owners' meeting 2026"; the file name shows separately. The Category is House rules, Contracts, Minutes or Other; the category Other is chosen to begin with. The lists group documents by category.
Choose the Audience and the file
In For choose an Entrance, a building or the whole organisation (Choose an Audience and who is mailed). Click Choose a file, pick the file and then click Upload the document.
The portal recognises a file by its content, not its extension, and stores it exactly as it is; it changes nothing in it and does not scan it for viruses. You are back on the list, where documents are grouped by category, most recently saved first, 25 to a page, with their Audience tag and size; the link Download opens the file as residents will see it.
Replace the file with a new version
When new house rules come out, do not make a new document. Open the old one, choose the new file in File and click Save the document. The document keeps its link, so old links and emails lead to the new version; the old file is deleted. Without a file chosen, an edit changes only the title, category or Audience.
Delete what no longer applies
On the document's page click Delete and, in the window, Delete the document. The document and its file are gone for good for everybody; residents get no email about it.
What others see
What a resident sees
On the Entrance's notice board, the card New for you shows the documents uploaded or replaced in the last 30 days until they download them or mark them as seen; all of them are under the tab Documents. A click opens PDFs and pictures in the browser and downloads other files. A document whose file you replaced is new on the notice board again.
Only a Manager of the organisation or an approved resident of an Entrance in the Audience can download the file. A link forwarded to anybody else answers Error 403.
The other Managers see the document in the list, and on its page who uploaded it. An Owner finds every upload, replaced file and deletion in the organisation's audit log (Document uploaded, Document file replaced, Document deleted).
Mails
You will receive this email: New Document in Lipová 12
To the residents of the Audience within a few minutes of the upload. It gives the category, not the title or the file name; the button Open the document opens the document itself. Who gets it is in Choose an Audience and who is mailed.
Replacing the file, editing or deleting a document sends no email. To point residents to a new version, publish a notice.
When something goes wrong
contract.doc is not a PDF, JPEG, PNG, Word, Excel, OpenDocument or plain text file.
The file is in none of the accepted formats, or only looks like one: the portal refuses a Word document with macros (DOCM) or the old DOC format even when it is named DOCX. Open it in a word processor and save it as DOCX, ODT or PDF.
The file minutes.pdf is too large (at most 20 MB). / The file is too large (at most 20 MB).
The file is larger than 20 MB. Make it smaller — save a scanned PDF at a lower resolution —, or split it into several documents.
The file minutes.pdf did not arrive whole. Please try again.
The connection broke during the upload. Choose the file again and send once more.
The file could not be saved, so nothing was saved. Please try again.
The portal could not store the file on its side and nothing changed. Try again later; if that fails, write to the portal's operator.
This document was deleted in the meantime, so nothing was saved.
While you were editing the document, a colleague deleted it. If it should exist, upload it again.
Where it ends
The Journey ends with the upload: the document is among the new ones on the Audience's notice boards and the emails are on their way. It stays until you delete it; replacing its file keeps it current.