Introduction

The shared documentation area on the Blockworx web portal allows you to upload any documentation related to your insurance, safety, training or company accreditation information once and have this shared directly with every property management company you are linked with through Blockworx.

This article will take you through uploading documents to share with your linked property management companies. It will also explain how to set valid dates for the documentation to enable you to be reminded of when they need to be replaced.

Accessing the Shared Documentation Area in Blockworx.

1. If you are new to Blockworx and accessing the Shared Documentation area for the first time, you will see a message at the top of your screen letting you know that you still have setup tasks to complete.
   You can click on the View Setup Tasks link to be taken to these.
   
   
   
   
2. This will open the Setup Tasks tab within the Admin area of your Blockworx account.
   If you have not already uploaded any documentation, the Add Important Documentation icon will be listed under your Incomplete Tasks section on the left of the screen.

It is important to note that once you have uploaded at least one piece of documentation, the Add Important Documentation task will be marked as Completed in the Setup Tasks tab.

1. Click on the ADMIN link from the Blockworx header.
   
   
2. This will take you to the ADMIN area where you can click on the Shared Documentation tab.
   

Adding a Shared Document

1. Click on the orange Add Document button on the right of the screen to get started.
   
   
   
1. This will open a second screen with various fields and options to allow you to add an individual document.
   
   
2. The top section of the screen will allow you to upload a file from your computer.
   
   

Any documentation you wish to share with property management companies through Blockworx needs to be either a .pdf file or an image file (.png .jpg or .jpeg).

1. You can either drag a file from your computer and drop it onto the shaded area.
   
   
2. Alternatively, you can click on the shaded area and browse on your computer for the file you would like to upload.
   
   
1. Below the shaded file upload area, you will see fields which will allow you to add a Valid From Date and an Expiry Date for the document you are uploading.
   
1. There are two options for adding these dates:
   
1. You can click on the dd/mm/yyyy text in the left of the field and type your dates in manually.
   
2. Alternatively, you can click on the calendar symbol. This will open an on-screen calendar and you can click to choose date you would like to enter.
   

You will not be able to enter an expiry date which is earlier than the date you are uploading your document.

Please note that Blockworx will use the Expiry Date you enter and begin to send you reminder emails about this document as it gets closer to the expiry date you have set.

1. Once you’ve added Valid From and Expiry dates you will need to add the Document Name that you would like to appear when the document is shared with the property management companies you are linked with in Blockworx.
   
   
   
   
2. You will also need to add a Document Description to give further information.
   
   
3. There is an option to add a Reference if you'd like to but you don't have to.
   
   
4. Once you have entered all appropriate information into the fields, you'll need to select a relevant File Type for your document.
   
1. This gives it a categorisation and will mean that the property management companies you are connected with on Blockworx will be able to receive the document into the correct area of the account information they hold for you.
   
2. Click on the File Type drop-down arrow to view the menu and select the correct option.
   
   
5. Once you have selected the file type, you are now ready to save your document to Blockworx.
   Click on the orange Save button in the bottom right-hand corner of the window.

1. Blockworx will save your document and you will find yourself back on the Shared Documentation tab in the Admin area.
   
1. You will see a message informing you that your document was saved successfully.
   
2. You will notice that your document has been added to the Shared Documentation tab in the Admin area of Blockworx.

If this is the first time you have uploaded a document, you will also see a message letting you know that this completes the task of adding important documentation.

You can return to the Shared Documentation tab in the Admin area to add additional documents at any point.

Viewing, Editing and Deleting a Shared Document

Documents will appear under different categories in the Shared Documentation tab, depending on the File Type you chose when you uploaded them.

If you hover your mouse over a document you have uploaded, you will see the details you added when you uploaded the document.

1. To do this, click on the pencil and paper icon in the bottom left of your document.
   
   
   
   This will open the screen containing the details for your uploaded document where you can click into the fields again to edit your original information.
   
   
2. If you make any changes, remember to click on the Save button in the bottom-right of the screen.
   

1. There is an option available from the Shared Documentation tab, at any point, for you to download any documents you have added.
   
1. You may, for example wish to check the individual document you have uploaded.
   
2. To download your document from Blockworx, click on the orange download icon.
   
   
   
   
3. Your document will download and you can click on this to open it and save it to your computer.
   
   
2. There is also an option to delete your document if you uploaded the wrong one by mistake.
   
1. To delete your document from Blockworx, click on the red delete icon.
   
2. Clicking on the Delete icon will open a window asking you to confirm that you would like to delete the document.
   
3. Click on the orange OK button if you want to do this.
   

To avoid any confusion, documents which have already expired, based on the Expiry Date you entered will be marked with an Expired label.