Store and find company documents

Goal

Upload a company record, such as a certificate of incorporation or a set of board minutes, file it so it’s easy to find, then find it and preview it later.

How it works

You upload the file to Company Files and fill in a few details. Mezzanine scans it for safety. Once the scan passes, anyone with access can find it by name or entity and view it in the browser.

Before you start

• You have the Manage company files permission to upload. To find and view documents, View company files is enough. (Who can use it)
• The file is a PDF, DOCX, XLSX, PNG, JPG, HEIC, CSV or MD file, no larger than 25MB.
• If your organization files documents by entity, the entity has been added under Entities.

Part A: Upload and file the document

1. In the sidebar, click Company Files.
   You see the list of documents. If nothing has been uploaded yet, you see Add your first company file.
2. Click Actions at the top right, then Upload document. On an empty page, click Upload first document instead.
   A window opens titled Upload Document.
3. Drag the file onto Drop file here or click to browse, or click it and choose the file.
   The file’s name and size appear. Document name is filled in from the file name.
4. Change Document name to something people will search for, e.g. Certificate of Incorporation – Holdings Ltd.
5. Under Entity, choose the legal entity the document belongs to.
   Your first entity is selected to start with. Make sure it’s the right one.
6. Under Document date, enter the date on the document itself.
7. Optionally, link the people, entities and payments the document relates to:
   • Under Linked parties, click Add, then choose from Entities or People.
   • Under Linked transactions, click Add, choose a Transaction type, then pick the payment under Reference.
     Each one appears as a chip. Click × on a chip to remove it.
8. Under Permissions, decide who can see it:
   • To let everyone with access to Company Files open it, leave both sections empty.
   • To limit it, click Add under EDIT ACCESS or VIEW ONLY and pick groups or people. Click a chip to switch it between the two.
9. If the document belongs to a contract, choose its reference under Agreement ID. To add a new one, type it and click Create “your ID”.
10. Optionally, add Notes.
11. Click Upload Document.
    The button reads Uploading…, then Saving…. The window closes and you see “Uploaded “name”. Scanning for safety…“

Some of these fields may not appear. Your admin chooses which ones the upload form shows, under Actions → Document upload settings.

Part B: Find the document later

1. In the sidebar, click Company Files.
2. Type part of the document’s name into Search documents….
   The table narrows as you type. The count on the right shows how many documents match.
3. To narrow further, click Entity and choose the entity.
4. To see the newest uploads first, click the DATE UPLOADED column heading. If you can’t see that column, ask someone with Manage company files to add it.
5. If you still can’t find it, click Archived to include archived documents.

Part C: Preview it

1. Hover over the document’s row and click the eye icon (View document).
   A full-page preview opens, with Back to Company Files at the top left.
2. For a multi-page PDF, use the arrows below the page to move between pages.
3. To see the document’s details instead, go back and click the row itself.
   A window opens on the Overview tab, with a smaller preview above the document’s details.
4. To download it, hover over the row and click the download icon, or click Download document at the bottom of the details window.

Have a newer copy of a document that’s already filed? Don’t upload it as a new document. Open the document, go to the Versions tab, click Add version, add the file and a Version note, then click Upload version.

If something goes wrong

You see	Why	What to do
File type not supported. Allowed: PDF, DOCX, XLSX, PNG, JPG, HEIC, CSV, MD.	The file is in a format Company Files doesn’t accept, such as .doc	Save it as PDF or DOCX and try again
File exceeds 25MB limit.	The file is too large	Compress it or split it, then upload again
Upload Document stays greyed out	A required field is empty: the file, Document name, or Entity	Fill in the field. If there’s no entity to choose, add one under Entities first
Could not start upload. Try again. or Upload failed. Check your connection and try again.	The file didn’t reach Mezzanine	Click Retry in the window
Upload succeeded but we could not save the record. Try again.	The file arrived but its details didn’t save	Click Retry. The file isn’t sent again
This agreement already has a document. Upload a new version of that document instead.	Each agreement holds one document	Find the existing document and add your file on its Versions tab
Actions → Upload document is greyed out	You don’t have Manage company files	Click it to request the permission
View and download are greyed out: This document is still being scanned for safety. Try again in a moment.	The safety scan hasn’t finished	Wait a moment and try again
Scan status says Removed	This document failed our safety scan and has been removed.	Check the original file and upload a clean copy
Preview not available for this file type — Download to view or Preview unavailable — Download instead	The file can’t be shown in the browser	Click the download button and open it on your computer
No documents match your filters.	Your search or filters exclude it	Click Clear, then try the name again, or turn on Archived
The row shows Request access	The document is shared with specific people, and you’re not one of them	Click Request access, choose what you need, and click Send request