Various Community documents will need to be uploaded in to Community Archives to ensure timely delivery of orders.  These documents include, but are not limited to:

  • Governing Documents
  • Budgets
  • Financial Reports
  • Insurance Certificates
  • Meeting Minutes
  • Welcome Information


Document Request Emails


Community Archives staff will first attempt to locate missing documents on the Branch shared drives or Branch Access, provided that a general location or file path has been communicated.  If CA staff efforts are unsuccessful, a request will be sent to the assigned Contributor via email.


  • Click the link in the email which will bring you directly to the page to upload the document.


Uploading Documents For The First Time


If a Contributor wishes to upload new documents without being prompted by Community Archives staff, this can be accomplished by logging in to the Client Portal.


  • Click 'Communities' on the left side of the page.  Search or select the Community you would like to update.


  • Click the 'Documents' tab.


  • Click 'Add New Document'.
  • If uploading a document for the first time, the document type, effective date and update frequency must be selected.


  • The Effective Date should always be the date the document goes into effect.
    • Example 1: If uploading a set of Governing Documents, the effective date should be the recorded date or date the documents were approved by the Board of Directors. 
    • Example 2: If uploading a Budget, the effective date should be the start of the Community's fiscal year.
  • The Update Frequency should be set based on the type of document being uploaded.
    • Example 1: Governing documents should be set as "As Needed"
    • Example 2: Budgets and Insurance Certificates should be set to "Every Year"
  • Both the effective date and update frequency of a document will determine how often an email notification will be sent regarding an expired document.
    • Example: If an effective date is listed as 8/1/21 and the frequency update is set as every month, an email notification will be sent on the first of every month thereafter.
  • If an error was made to either the update frequency or effective date, those can be edited by uploading a new version of the document.  See the next section regarding Updating an Existing Document.

 

Updating an Existing Document


To update an existing document, log in to the Client Portal 


  • Click 'Communities' on the left side of the page.  Search or select the Community you would like to update.


  • Click on the "Documents" tab to view the existing documents
  • On the right side, you can upload, download, or quick view


  • Click the "Upload" icon by the file you need to update
  • Select the file, add the effective date, then click "Add File"



  • Editing the the document: The Document Patching will pop up. The following edits can be made on this section:
    •  Updating the document name
    • Updating the Effective Date
    • The option to print, edit, search and download the document are available.
    • To open the Document Editor and Document Crop select drop down arrow next to the icon with the paper and pencil.
    • On the Document Editor, the following options are available:
      • Add a new pages
      • Delete pages
      • Duplicate a page
      • Rotate pages
      • Move pages
      • Import documents
      • Extract documents
      • Once all edits are completed, select the blue "Save" button on the bottom left and select the green "Save Document" button on the bottom right.  This will save a new version of the document.
  • Editing Frequency: Click on the document, select "Edit" under "Actions" and then select the correct frequency. If you ONLY need to edit the effective date, just upload a new version and enter the correct date. 
  • Once you have corrected frequency, the document will need to be re-uploaded in order for the change to take effect. 
  • If you ONLY need to edit the effective date, just upload a new version and enter the correct date.