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
NOTE: STRATAFOLIO does not generate K-1 tax documents. If you are an investor looking for your K-1, you will need to contact the managing director of the parent organization in which you invested. The managing director or organization administrator can then upload the K-1 to STRATAFOLIO and make it available through your Investor Portal.
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, Scenarios 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.
Here is a table that will guide you where to upload your files and announcements.
| Example Scenario | Use Tenant Announcements? | Use the Files Page? | Why |
|---|---|---|---|
| A new tenant just signed their lease and you have the executed contract | No | Yes | The lease contract is a permanent record. Upload it to the Lease Detail Page Files tab so it stays with the lease for the full term and beyond. |
| The shopping center will be closed on Thanksgiving Day | Yes | No | This is a short, time-sensitive message that does not need to live in the system long-term. A broadcast announcement reaches all current tenants quickly. |
| You signed an amendment that extends a lease by two years | No | Yes | The amendment is part of the lease history. Upload it to the Lease Detail Page Files tab so the full lease record stays in one place. |
| The parking lot is being resurfaced next Tuesday and tenants need to use the back lot | Yes | No | Short-term operational notice. Once the work is done, the message is no longer needed. |
| You received the tenant’s certificate of insurance for the new policy year | No | Yes | COIs need to be tracked against the tenant for renewal alerts. Upload to the Tenant Detail Page Files tab or the COI tracking feature. |
| A water main break has shut off water in the building today | Yes | No | Urgent broadcast notice. Tenants need the message immediately and there is no permanent record to keep. |
| You finished the annual CAM reconciliation and need to send each tenant their letter | Yes, to inform the tenant that the annual CAM reconciliation has been done and inform the tenant that they can access it in their lease’s files | Yes, to upload the tenant their letter | Use Tenant Announcements to inform the tenant. Also upload the final letter to the Lease Detail Page Files tab so the official copy lives with the lease. |
| Your property manager is changing and tenants need the new contact info | Yes | No | One-time broadcast notice to current tenants. No file needs to be preserved. |
| You have a new survey, zoning letter, or property document for one of your buildings | No | Yes | Property documents belong on the Asset or Building Detail Page Files tab. They stay with the property as long as you own it. |
| You closed on a new loan and have the loan agreement and amortization schedule | No | Yes | Loan documents belong on the Loan Detail Page Files tab. They stay with the loan for the life of the loan. |
| The gate code is changing this Friday | Yes | No | Short operational update for current tenants. Once the change is made, the message is no longer relevant. |
| A tenant is moving out next month and you have the move-out checklist | No | Yes | Move-out documentation is part of the lease history. Upload to the Lease Detail Page Files tab so the full record stays together. |
