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.
    • Be cautious with the update frequency - once set, it cannot be changed.


  • 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.

 

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"