STRATAFOLIO allows you to store, manage, and access important documents across your entire portfolio. Where you upload or view files depends on your role and what you are working on, such as leases, tenants, assets, or loans. This guide explains exactly where files are located on the platform and how each user role interacts with them, so you always know where to go.
Overview
Files in STRATAFOLIO are stored within specific records across the platform. Instead of one central file storage area, documents are attached to the exact place they belong, such as a lease, tenant, asset, or loan.
This structure keeps your data organized and ensures that everyone sees the right documents in the right context. It also means that where you upload a file depends on your role and what type of document you are working with.
For example, a tenant uploads lease documents in the Tenant Portal, while an owner or manager uploads financial or property documents within STRATAFOLIO.
How to Use this Feature
Uploading Files in STRATAFOLIO
Follow these general steps to upload a file:
- From the left-side navigation menu, navigate to the Index Page, such as Tenant, Lease, Asset, or Loan
- Click into the Detail View
- Select the Files tab
- Click Upload or Add File
- Select your file and confirm
Your file will now be attached to that specific record and available to users with access.
Accessing Files
To view or download files:
- Open the relevant record from the Index page
- Go to the Files tab
- Click the file name to open, edit, delete, or download
Notes on Files in STRATAFOLIO
Files in STRATAFOLIO follow a simple workflow:
- Files are uploaded to a specific record
- They become available to users with access
- Files remain tied to that record
Important behaviors:
- Files do not move automatically between records
- Uploading to the wrong location can make files hard to find
- Permissions control who can view or upload files
- Once uploaded, all files can be accessed from the Files Index Page under Hierarchy in the left-side navigation menu.
Files by User Role
Tenants
Tenants interact with files through the Tenant Portal.
Where to upload:
Tenant Portal → Lease Detail Page → Files tab
What tenants typically upload:
- Certificates of insurance
- Requested documents from property managers
- Pictures when submitting work orders
What tenants can access:
- Signed leases (uploaded by the owner)
- Their lease documents
- Shared files from property managers
- Previous CAM reconciliations
Property Managers and Administrators
Property managers and administrators upload and manage most operational and financial documents.
Where to upload:
- Operations → Tenants → Tenant Detail Page → Files tab
- Operations → Leases → Lease Detail Page → Files tab
- Properties → Assets or Buildings → Asset or Building Detail Page → Files tab
- Finances → Loans → Loan Detail Page → Files tab
What they typically upload:
- Lease agreements and amendments
- Property documents
- Loan documents
- Insurance records
What they can access:
All files across their assigned entities and assets (which is accessible from the left-side navigation menu in the Files Index Page under Hierarchy).
Investors
Investors primarily access files rather than upload them.
Where to access:
Investor Portal → Files tab
Entity or Organization level records
What they typically view:
- Files related to announcements
- K-1
- Financial documents
- Lease summaries
- Reports and supporting documents
Access depends on their assigned permissions.
| Role | Files You Can Access | Where to Access Files |
|---|---|---|
| Owner/Administrator | – Commercial Lease – Residential Lease – Lease Amendment – Estoppel – Lease Renewal – Letter of Intent – Tenant ID – Proof of Insurance – Move-In Picture – Move-Out Picture – Receipt – Security Deposit – Commencement Agreement – Assignment/Assumption – CAM Reconciliation – CAM Letter – Lease Abstract – Escalation Letter – SNDA – Lease Renewal Notice | – The Files page under Hierarchy in the left-side navigation menu |
| Tenant | – Announcement – ID | – The Files page in the Lease Detail View in the Tenant Portal |
| Investor | – Financials – Contract – K-1 – Prospectus – Offering Memorandum – Personal Financial Statement – Tax Return – Accredited Investor Verification – Announcement | – The Files Page under Hierarchy in the left-side navigation menu – The Files tab found in the Investor Portal |
Examples, Best Practices, and Tips
Example 1
A tenant uploads a certificate of insurance in the Tenant Portal. The property manager can immediately view it in the tenant record.
Example 2
A property manager uploads a lease amendment in the lease record so it stays tied to that lease.
Best practices:
- Always upload files to the most specific record possible
- Use consistent naming for easy searching
- Avoid uploading duplicate files
- Check permissions if someone cannot access a file
TIP: If you cannot find a file, think about what it relates to, such as a tenant, lease, or asset, then navigate to that record’s Files tab.
