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.
   
   Note: Ensure the file you are uploading is;
   • Not corrupted
   • Not encrypted (secured by a password)
   • Is a PDF file
   • Is scanned, not photographed and any hand written entries are legible 
     
     



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.
   • A maximum of one attachment per file description may be attached to a registry instrument
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.

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.