Upload and attach files | Help Centre

[EmilyBilling]

Last updated: 16 July  2020
Jurisdiction: ALL

Additional resources: Help Card for Caveator's Consent

Overview

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A File in PEXA refers to a document or image that can be uploaded shared with selected participants in a PEXA workspace, or (where applicable), attached to a document in the Workspace.

The type of file that can be uploaded and/or attached into a PEXA workspace will depend on the jurisdiction in which you are transacting, as well as the document type you are preparing. Refer to the article of the document you are creating in PEXA for further information.

Files screen

The Files screen in your Workspace lets you:

• Upload files.
• View files you have uploaded or files that have been shared with you by other participants.
• Delete files that you have uploaded.
• Attach a file to a document in your lodgement case to be lodged to the Land Registry (only if applicable to the documents you are preparing).

Understanding the Files tab

The Upload File button lets you upload a file into the Workspace and share the documents with other participants and/or attach the file to a documents.

The Files table lists all files that have been uploaded; this includes those uploaded by your organisation as well as those that other participants have uploaded. A file is accessible when the action cog beside a file is not greyed out.

The table will outline:

• File name - The name of the file, as uploaded by the user.
• File Description - The description of the file which specifies the type or category of the file.
• Uploaded By - The Subscriber role that has uploaded the file.
• Uploaded Date - The date and time that the file was uploaded.
• Shared With - Lists the Subscribers who have permission to view this document (Note: The Subscriber role who uploaded the file will have permission to view the file but will not be listed here).
• Notes - Free text notes added by the Subscriber who uploaded the file. Note: This content is visible to all participants in the Workspace.
• Action - This is disabled if the logged on user is not in a Subscriber role who uploaded the file, or has not had the file shared with them. If enabled, you can view the file from here, and remove the files that you have uploaded, as detailed further in the article.

Steps

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In this section:

• Upload a file
• Attach a file
• View or delete a file

Upload a file

You can upload a file from your computer or network into PEXA.

1. From your Workspace, navigate to the Files screen.
2. Click Upload File.
3. From the Upload File screen, click Browse File and select the file you wish to upload from your computer or your network.
   
   
   
   
4. Select a File Description that matches the type of file you are uploading.
   Notes:
   • If uploading a document to be sent to the Land Registry (applicable only to some document types) you must select one of the Land Registry description options.
   • If uploading a file type to be shared in PEXA only, the file size must not exceed 250 MB.
5. Enter Notes relevant to the document that you would like other participants to see (optional).
6. Choose which Subscriber roles you wish to share with file with (select No one if you do not want other particpants to view the file).
7. Click Upload.

Results

You have uploaded the file from your computer and into PEXA. All files must be PDF format.

Attach a file

Once you have uploaded a file, if applicable, you can attach the file to a document in the Workspace.

Note: This step can only be completed for some document types. Check the document Help Article for information on if attaching a file type is supported.

1. Once you have uploaded the file, select the Action Cog > Attach next to the file you have uploaded.
   
   
2. Select the document to which you want to attach the file.
3. Select Attach.

Results

A paperclip appears beside the document to indicate that a file has been attached to the document.

Note: A maximum of one file may be attached per document. 

View or delete a file

If your Subscriber role has uploaded a file into the Workspace or you have had a file shared with you, you will be allowed to view the file.

To view the file, you can either click on the File Name or select View from the action menu.

[kiernanc]

I have a matter where I would like to share the State Revenue Office (Vic) duty estimate (PDF format) with a mortgagee.  There is no document label for "Duty Estimate" or similar.  Is it possible to add this in future, or are the parties meant to rely on the verified duty assessment information within PEXA, thus doing away with the requirement for duty estimates?

[BrettCS]

 Hello @kiernanc

You are correct. PEXA helps facilitate the stamp duty assessment via a connection between Duties online and the PEXA transaction. You make that connection via the Stamp Duty screen in PEXA. This provides the Stamp Duty assessment into the transaction, and defaults the Stamp Duty line item into the Financial Settlement destinations screen. 

Hence, the requirement to share a State Revenue Office (Vic) duty estimate (PDF format) via the files screen is probably not required.

I hope this helps.

Brett

[kiernanc]

Thanks for your reply Brett.

I guess it will come down to individual banks' preferences, as we still have some asking for Duties Estimates to be downloaded from the SRO (Vic) system, and emailed to them.  Hopefully as we all get used to PEXA this double-handling will be eliminated.

Edit: In case we want to post a document that does not fall into the established categories in the drop-down list, what do you recommend that we do?  Do the categories/labels matter?  Or are they just for ease of identification?  If it's the latter, perhaps an "Other" category could be added to the list? 

[goolwaconveyancing]

I upload discharge authorities when faxing/emailing them - and then upload to the PEXA workplace - i cant share prior to the Outgoing Lenders acceptance - it would be hand if we could say share with (invited Outgoing Lender) upon their acceptance...

[KrystleKocik]

Hi @goolwaconveyancing,

We are working on a software change so that you can share an uploaded file with a Subscriber who has a 'pending invitation'.  That means that when that Subscriber accepts the invitation, they will automatically have access to the file that was shared with them.  They won't be able to access it until they accept the invite.  This will be in Release 7.1 which is due Feb 2018.  Hopefully this will help!

Thanks,

Krystle

[goolwaconveyancing]

You guys are great - we only need to think of a change - and you are working on it already !

[TJ]

Keep the suggestions coming @goolwaconveyancing!

[Elena]

I have been sent a file, however I am unable to view the document, I have clicked on the document and clicked on view with no luck.  Any suggestions?

[goolwaconveyancing]

Do you have the latest version of Adobe PDF reader ?  

I have a later version of this software (that converts to PDF) and find older versions are unable to open the file

[DMc]

@Elena your viewing problem of files from workspace, could stem from a range of things like file corruption, or issue with your viewer, however, if you follow a process of elimination, till you/your IT support &/ the file uploader/originator find the solution should be able to resolve that for you.

My personal preference is to avoid installing 'bloat-ware' wherever possible, like in the choice of a PDF reader.

Instead, I use an opensource small and handy PDF viewer, something like 'SumatraPDF' works well in handling the PDF files from a workspace, at least for my purposes.

[KrystleKocik]

Hi all!  Good news, we've resolved the issue for @Elena ... just to share in case anyone else has this issue.  If you are using this capability for the first time (or in a different browser) and have this issue, check that 'pop-ups' are not disabled. 

In chrome for example - select 'always allow pop-ups from...' and click Done.  Screenshot example below.  This will then allow you to view/upload a file.

Thank you!

Krystle

[DMc]

Some practitioners are starting to password protect digital formats of client documents, before sharing them. Would this be recommended for workspace shared files?

[DMc]

@Clara in case of use.