Documents

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Overview

The Documents area is the organisation’s final document library. It shows finalised files that are ready for review and hides working files that are still being processed. Use it to find source evidence, open supporting files, file corporate records, and check whether a document is linked to the right investment, transaction, entity, custodian, or custodian portfolio. Uploaded and emailed files first sit in processing. They appear in Documents after they have been saved or linked to an investment, transaction, or news item.

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Before you start

Make sure the document has been finalised. Working files that are still being processed, awaiting approval, or being corrected do not appear in the final document library.

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Basic and advanced use

• Basic use: search, preview, file, rename, and download finalised documents.
• Advanced use: review unlinked files and confirm key documents are connected to the right investment, transaction, entity, custodian, or custodian portfolio.

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What you can do

• Search by file name, investment, transaction, or document details.
• Filter by connection: organisation, entity, custodian, custodian portfolio, investment, transaction, or unlinked.
• Filter by file type, such as PDF, image, spreadsheet, text, or other.
• Upload corporate records directly into the final document library.
• Preview supported files.
• Download files.
• Rename documents.
• Delete documents that are no longer required.
• Open linked investments or transactions.
• Keep organisation and entity reference documents available to permitted team members and the assistant.

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Reference documents

Reference documents are the organisation or entity records that guide decisions and repeatable work. Common examples include:

• Investment policies and committee guidance.
• Constitutions and shareholder agreements.
• Historical tax returns.
• Board paper templates.

When uploading a corporate record, turn on Organisation reference document. Choose the reference type, status, effective dates, version, and a short description of when the document should be used. Turn on Available to the assistant when permitted team members should be able to ask questions against the document. InvestSync prepares the document after upload. The document row shows when it is ready, still being prepared, or needs attention. Draft, archived, and expired references remain in the document library but are not used as current guidance by the assistant.

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Reference document access

Workspace owners can read and manage all reference documents. Other members can be given either of these permissions in Organisation settings:

• Read reference documents: open reference documents and let the assistant use them when answering that member.
• Manage reference documents: upload, update, and remove reference documents. This also includes read access.

Members without read access do not see reference documents in the library, and the assistant cannot use those documents for their questions.

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Ask the assistant about guidance

The assistant checks current reference documents when a question is about whether an investment or governance action is permitted. For example, ask “Does our investment policy allow ASX shares?” Answers based on a reference document include links to the source. Open a source link to review the wording yourself before acting. If no relevant reference is found, InvestSync does not assume the action is permitted.

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Browse and preview documents

Use the search and filters at the top of the library to narrow the list by connection or file type. Select a document name or the preview button to keep the file open while you continue browsing. On a wide screen, the document opens beside the library so you can compare files without leaving the page. On a smaller screen, it opens in a separate preview panel. The preview shows the file name, type, size, filing connection, and key dates. Use the actions above the preview to rename, download, open, or delete the selected document.

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Review document connections

Each document may be connected to:

• The organisation.
• An entity, such as a trust, company, fund, or owner.
• A custodian.
• A custodian portfolio or account.
• An investment.
• A transaction.
• Both an investment and a transaction.
• Neither, if it has not been linked yet.

Unlinked documents should be reviewed during clean-up because they may represent missing evidence, a file that needs linking, or a document that should be archived elsewhere.

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File corporate records

Use Upload record when the file is important to the organisation but is not an investment import. Common examples include:

• Agreements and mandate letters.
• Meeting notes and minutes.
• Custodian agreements and service correspondence.
• Portfolio account documents.
• Entity records for trusts, companies, funds, or owners.

Choose where the record belongs:

• Organisation: broad records that apply to the whole workspace.
• Entity: records for a trust, company, fund, or owner.
• Custodian: records about the custodian relationship.
• Custodian portfolio: records for a specific account, mandate, or portfolio held with a custodian.

Choose a clear record type, such as Agreement, Meeting note, Minutes, Statement, Correspondence, or Other. This helps reviewers understand what the file is before opening it. Supported upload formats are PDF, image, plain text, CSV, spreadsheet, Word, and rich text files. If a file is not accepted, save or export it as one of these formats before uploading it again.

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Rename a document

Use clear names that a reviewer can understand without opening the file. Good document names often include:

• Investment name.
• Document type.
• Date.
• Broker, custodian, or issuer name where helpful.

Example: Auckland Property Fund - Capital call - 15/03/2026.

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Preview and download

Use preview for quick review. Download when you need to share, file, or inspect the document outside InvestSync. Some file types may not preview inside the document library. If preview is not available, download the file instead.

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Delete a document

Use Delete from the document actions or the preview panel. InvestSync asks you to confirm before removing the file. Deleting a document removes it from the library and from any investment, transaction, entity, or custodian record it was linked to. This cannot be undone, so download a copy first if the file may still be needed.

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Good practice