Vantaca Home – Documents Page Follow

Overview

The Documents page in the Vantaca Home portal allows homeowners and board members to view and manage association documents. Access and functionality vary based on user roles and permissions set by the management company.

For Homeowners

Accessing the Documents Page

1. Log in to your Home portal.
2. Click Documents in the side menu.

You’ll see a list of folders and files you have permission to view. Clicking a folder will show its contents; clicking a file opens a preview with download options.

Features Available to Homeowners

• Search: Use the search field to find files across all folders (global search).
• File Preview: Open files in a separate preview window.
• Download: Save files to your device.
• Copy Link: Shareable link (only works for users with appropriate permissions).

For Board Members

Board members need to have the Board role and Board Document Management permissions enabled by the management company.

Enabling Board Document Management (Admin Role Only)

1. Go to Settings > Roles.
2. Search for the relevant role (e.g., "Board").
3. Click the caret next to the role, select the Security tab.
4. In the Portal section, click Edit next to Board Document Management.
5. Enable:
   • Add/Update: Add new documents or modify existing ones.
   • Delete: To prevent accidental loss of data, Board members are restricted from deleting files and folders in the portal. Board members can only upload and view files. If a Board member wishes to delete any file or folder, they must contact Management to process the request.
6. Click Save Changes.

Board Document Management Features

• Access to folders designated for board members and public.
• "Who Can Access" column shows document visibility.
• Additional tools for managing files and folders:
  • Upload: Add new documents.
  • Rename: Change the file name.
  • Duplicate: Clone folder structure (contents not copied).
  • Delete: Remove files (requires delete permission).

Note: Folders cannot be deleted or renamed due to system configurations tied to action items. Also, any files uploaded and deleted by a Board member will reflect in the association's records under Association - Activity Notes Tab. Any files deleted by the Board can no longer be recovered. 

Uploading Documents (Board Members Only)

1. Click Upload in the Documents page.
2. Drag and drop or browse for files.
3. Review the upload list, add or remove files as needed.
4. Click Upload.
   • Files over 120MB or with incompatible types will be rejected.
   • Duplicate file names will be incremented (e.g., file(1).txt).

Search Functionality

• Works globally across all folders.
• Search results display the file and its folder path.
• Click Clear Search to return to the previous view.

If you have questions or issues using the Documents page, feel free to visit this link: https://support.vantaca.com/hc/en-us/articles/21898344403995-Vantaca-Home-Documents-Page#D7lPkpPXAN5b