New: Centralized Document Storage for Your Shared Property
Keep all your property documents organized, accessible, and secure in one place. From legal files to maintenance records, Document Cloud makes it easy to share critical information with co-owners.
The Challenge: Scattered Documents
When multiple people co-own a vacation property, important documents tend to get scattered across email threads, personal computers, and various cloud storage accounts. Finding the insurance policy when you need it becomes a treasure hunt. Sharing updated HOA documents means forwarding yet another email. And when someone asks "Where's the warranty for the hot tub?", nobody has a good answer.
We've heard from hundreds of property co-owners who struggle with this exact problem. That's why we built a shared files area.
About this feature
OurSharedPlace has a centralized document storage system. It's designed specifically for shared property management, making it easy to store, organize, and share important files with all co-owners.
Perfect For:
- • Property deeds and title documents
- • Insurance policies and claims documentation
- • HOA agreements and bylaws
- • Appliance warranties and manuals
- • Contractor agreements and invoices
- • Property tax records
- • Maintenance schedules and service records
- • Rental agreements and booking contracts
Key Features
1. Smart Organization by Category
Every document is automatically categorized when uploaded. Choose from General, Legal, Financial, Maintenance, Insurance, or Other. Filter by category to quickly find exactly what you need.
No more digging through dozens of files to find that one insurance document you need right now.
2. Powerful Search and Tags
Add custom tags to any document and search by filename, description, or tags. Looking for "roof repair" documents from last summer? Just search or filter by your custom tags.
Create your own organization system that works for your property's unique needs.
3. Automatic Notifications
When someone uploads a document, all property members automatically receive an email notification. Everyone stays in the loop without having to manually share files or send update emails.
Members are notified, but guests are not, so you maintain privacy while keeping co-owners informed.
4. Secure Access Control
Only property members can view and upload documents. Administrators can delete outdated files. All downloads use secure, time-limited URLs that expire automatically.
Your sensitive property information stays protected with role-based permissions.
5. Support for Multiple File Types
Upload PDFs, Word documents, Excel spreadsheets, images, text files, and ZIP archives. Each file can be up to 50 MB, plenty of space for detailed property documents and high-resolution scans.
From scanned contracts to digital photos of important information, Document Cloud handles it all.
How to Use Document Cloud
Getting Started (3 Easy Steps)
- 1. Navigate to Documents - From your property dashboard, click on "Documents" in the sidebar navigation.
- 2. Upload Your First File - Click "Upload Document" or drag and drop files directly onto the page. Add a category, description, and optional tags to help organize it.
- 3. Share the News - Your co-owners will automatically receive an email notification that a new document has been added. They can access it anytime from the Documents page.
Pro Tips
- Use descriptive filenames: Instead of "scan001.pdf", name it "Insurance-Policy-2026.pdf" for easy searching.
- Add tags liberally: Tags like "urgent", "annual-renewal", or "contractor-john" make finding related documents much faster.
- Include detailed descriptions: A brief note about what the document contains helps everyone understand its purpose at a glance.
- Delete outdated files: Administrators can remove old versions of documents to prevent confusion. Keep your document library current.
Real-World Use Cases
Annual Insurance Renewal
When your property insurance renews, upload the new policy to Document Cloud. Tag it with "insurance" and "2026-policy". All co-owners are immediately notified and can access the updated coverage details. No need to email PDFs to everyone individually.
Emergency Contact Information
Create a PDF with emergency shutdown procedures, circuit breaker locations, and water shutoff valve instructions. Upload it to the Maintenance category with tags like "emergency" and "essential". Everyone has instant access during critical situations.
Contractor Work History
Keep a running record of all contractor invoices, permits, and completion certificates. Tag them by project type (plumbing, electrical, HVAC) and year. When similar work comes up in the future, you have complete documentation and can easily contact the same trusted contractors.
Property Purchase Documentation
Upload original purchase agreements, title insurance, inspection reports, and closing documents. These critical legal files are now accessible to all co-owners in one secure location, rather than sitting on one person's computer.
Security and Privacy
We understand that property documents often contain sensitive information. Document Cloud is built with security as a top priority:
- Encrypted Storage: All documents are stored using enterprise-grade encryption through Supabase Storage.
- Signed URLs: Download links are temporary and expire after one hour, preventing unauthorized long-term access.
- Role-Based Permissions: Only property members can view documents. Only the uploader and administrators can delete files.
- Audit Trail: Every document includes metadata showing who uploaded it and when, providing accountability.
- No Guest Access: Guests invited to your property cannot access the Documents section, keeping sensitive information private among co-owners.
Available Now for All Properties
Document Cloud is now live and available for all OurSharedPlace users at no additional cost. Whether you manage one property or several, you can start uploading and organizing documents today.
We're excited to see how this feature helps you keep your shared property information organized and accessible. As always, we welcome your feedback and suggestions for future improvements.
Have feedback? We'd love to hear how Document Cloud is working for your property. Contact us through the Help page or send us your suggestions for additional features you'd like to see.