Document Storage and Management Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
Stratapilot's document library is the central repository for all scheme records — by-laws, financial reports, insurance policies, meeting minutes, maintenance records, and correspondence. Documents are stored securely in cloud object storage and accessed via short-lived secure download links.
Who Can Upload and Download
| Action | Executive | Ordinary Member | Caretaker | Viewer |
|---|---|---|---|---|
| Upload documents | ✅ (all categories) | ✅ (all categories) | ✅ (Maintenance, Correspondence only) | ❌ |
| Download Committee Only documents | ✅ | ✅ | ✅ (Maintenance, Correspondence only) | ❌ |
| Download Public documents | ✅ | ✅ | ✅ | ✅ |
| Delete documents | ✅ | ❌ | ❌ | ❌ |
Document Categories
Every document must be assigned to a category. Choose the category that best matches the document's content.
| Category | Examples |
|---|---|
| By-laws | Registered by-laws, by-law amendments, exclusive use agreements |
| Financial Reports | Annual financial statements, audit reports, levy budgets |
| Insurance | Insurance certificates of currency, renewal notices, claim records |
| Meeting Minutes | AGM minutes, EGM minutes, committee meeting minutes |
| Maintenance | Maintenance records, service reports, contractor invoices |
| Correspondence | Letters to and from lot owners, government notices, legal correspondence |
Caretaker restriction: Caretakers can only upload to and download from the Maintenance and Correspondence categories.
Visibility Levels
Each document has one of two visibility levels:
| Level | Who can see it |
|---|---|
| Public | All scheme members (all roles including Viewers) |
| Committee Only | Committee Members (all labels), Caretakers (Maintenance and Correspondence only) |
By default, the platform suggests Public for most documents. Set Committee Only for sensitive documents such as legal correspondence, internal financial workings, or documents related to ongoing disputes.
Uploading Documents
Single upload
- Go to Documents in the main navigation.
- Click Upload.
- Select or drag and drop a file.
- Review the auto-detected name and category (the platform uses AI to suggest a category based on the filename).
- Adjust the category and visibility if needed.
- Click Upload.
Bulk upload
- Click Upload → Upload multiple files (or drag multiple files onto the upload area).
- Each file appears in the upload queue with an AI-suggested category.
- Set the visibility for all files in the batch (applies to all files equally).
- Review and adjust per-file categories if needed.
- Click Upload all.
The AI category suggestion is a convenience — always verify it before uploading. The AI uses the filename and document type as hints; it does not read the document content.
Downloading Documents
- Find the document in the Documents list.
- Click the document name or the Download button.
- A secure, short-lived download link is generated and the file downloads directly to your device.
Download links expire after a short period (typically 15 minutes) for security. If the download fails, simply click Download again to generate a fresh link. Files are never served directly from the application server.
Searching and Filtering
Use the filters at the top of the Documents page to narrow the list:
- Category — filter by a single document category
- Visibility — show only Public or Committee Only documents
- Search — search by document name
Linked Documents
Documents in Stratapilot can be linked to other platform records:
| Linked to | How it works |
|---|---|
| Poll | Supporting documents attached at poll creation are stored in the document library and linked to the poll. Voters can access them from the poll detail page. |
| Event (AGM/EGM) | Agendas and supporting papers attached to an event are stored as documents linked to the event. |
| Report/Complaint | Attachments submitted with a report are stored as documents linked to the report record. |
| Pet registration | Pet photos are stored separately from the document library and not visible in the document list. |
Automatically generated documents (e.g. poll result PDFs) are added to the library by the system with:
- Category: Meeting Minutes
- Visibility: Committee Only (for COMMITTEE polls) or Public (for GENERAL polls)
Deleting Documents
Only committee executives can delete documents.
- Find the document in the list.
- Click the ⋯ (more options) button on the document row.
- Select Delete.
- Confirm the deletion.
Deletion is permanent. There is no recycle bin. If a document is linked to a poll, event, or report, the link is broken — the linked record is not deleted, but the document attachment disappears.
Storage Usage
A storage usage indicator appears at the top of the Documents page showing how much of your scheme's allocated storage has been used. Contact support at support@stratapilot.au if you need your storage limit increased.
Frequently Asked Questions
What file types can I upload? Any file type is supported — PDF, Word, Excel, images, ZIP archives. There is no technical file-type restriction. For maximum compatibility across devices, PDF is recommended for formal documents (minutes, reports, by-laws).
Is there a file size limit? Individual file size limits depend on your subscription plan. The file size is shown in the upload queue. If a file exceeds the limit, the upload will fail with an error message.
Why can't I see a document that was mentioned in a meeting? The document may have been uploaded as Committee Only and you have the Viewer role. Ask your secretary to check the document's visibility setting.
Can I rename a document after uploading? Not directly from the document list in v1. Delete the document and re-upload with the correct name. This is a planned enhancement.
Can I replace a document (upload a new version)? Not directly. Upload the new version as a separate document and delete the old one. Consider including a version number or date in the document name to keep the library organised.
Can Viewers upload supporting documents for a report they submitted? Yes — attachments submitted with a report are uploaded as part of the report submission. These are stored as report attachments and are not visible in the main document library to other members.
This guide documents Stratapilot platform behaviour and document storage features.