How to Upload Files to Owner Access

TOPS [ONE] Version 4.2.3.7

Description


Keeping records of photos and documents is easier than ever using the TOPS [ONE] Attachment Gallery. You can save, manage and share all your documents using the Attachment Gallery. You can choose to publish any files from your Attachment Gallery and make them available to all owners in a community or share just with a specific owner.


This is especially useful in providing owners access to important community documents like community governing documents, board meeting meetings, and so much more!


The following steps will walk you through how to publish files to Owner Access.

 

Step By Step

 

How to Upload a File to a Specific Owner Page for Sharing

1. Use the Search field to quickly find the owner from the drop-down.

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2.  Navigate to the bottom of the owner screen and click “select files…” in the Attachment Gallery.
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3. Choose the file from your computer or take a photo from a device to be uploaded.

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If successful, you will see a green 100% bar. Now, for options on sharing this file, see ‘Manage Your Files’ section in this article.

 

How to Upload a File to the Community Page for Sharing

 

1. Click Portfolio then Communities. Select the community you want to work in. (You can also use the search bar)

2. Click “select files…” in the Attachment Gallery. (near the bottom of community page)

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3.  Choose the file from your computer or take a photo from a device to be uploaded.

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If successful, you will see a green 100% bar. Now, for options on sharing this file, see ‘Manage Your Files’ section in this article.

 

Managing your Files

1. Return to the Attachment Gallery on the page you want to share files.

2. Click “View All” attachments.

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3. Click the edit button for the file you want to publish/share.

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Available Edits 

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Display Name Edit the Display name of the Attachment (This is the name the owner/owners will see in owner access)

Assignment Attachments can be Assigned, or designated to one location.

This can be a specific owner, property, or community.

Click the X to change the assignment.

Tags User-defined category that can be assigned to an attachment for the purpose of filtering and organizing the files.

Example: Assign a tag to forms so you can easily find them or tag governing documents. You can use these tags to filter and organize your attachments and owners can easily search and find the document they need.

Publish If enabled, the file will be available owners to access from Owner Access

Owner Access Files will be available on the Owner Portal in the Document Library

Attachment Gallery option Files will be available to your TOPS [ONE] users in the Attachment Gallery Quick View. If a file does not have this toggle enabled, you will need to click View All in order to see the (Selecting this option does not publish the file to Owner Access, you must change the Publish toggle to make available to owners

image014.pngSet as Pinned Pinning an attachment, displays the attachment at the top of attachment gallery in TOPS ONE or Owner Access.

 

After clicking Save, if you enabled the Publish option, the document will be available in Owner Access.

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