Docs

Uploading and replacing files

How admins (president, VP, delegated PM) add documents and replace an existing file.

Council only

Updated

What it is

Uploads put PDFs, Word (.docx) files, Markdown, or plain text into the library so the strata’s record lives in Pleno. Older .doc Word files are not accepted — save them as .docx or PDF first.

What you can do

  • Upload a file and choose or create a category. Add document closes straight away and the upload carries on in the background, so you can keep working while a large PDF is prepared.
  • Follow each upload through its stages (Waiting, Preparing, Uploading, Saving, Saved) at the top of the Documents list, or in the Uploads panel in the corner of any other page (click it to open the list). Cancel one before it starts saving, or retry one that failed.
  • After a financial statement is saved, choose Review invoices from its upload to see what Pleno read from it
  • Confirm replacement when a new upload uses the same file name as an existing document: the upload waits and asks you there
  • Upload the depreciation report's PDF to Depreciation / reserve study when the forecast has lost its PDF, and link it to the forecast from the upload
  • Edit metadata after upload
  • Delete a document (admins: president, VP, delegated PM)
  • After upload on plans with Ask AI, Pleno may nudge you to ask a question about the new file

Who can do it

Admins (president, VP, delegated PM) upload, edit, and delete. Other council members can read.

Limits and things to know

  • Each file can be up to 25 MB.
  • No monthly document cap on any plan, including Free. Categories work everywhere.
  • Pro adds indexing, so Ask AI and search can read what is inside a document.
  • Replacing does not keep version history. Pleno stores the new file and deletes the old one, so keep your own copy of anything you may need to go back to.
  • If you replace a financial statement that has invoices extracted from it, those invoices keep their saved copies but lose the link back to the statement.
  • A document that was on an archived card before the work was completed can't be replaced or deleted. It stays as it was, so the archived card keeps the file the council had while the work was open.
  • In the mobile app, admins upload one file at a time from the upload button at the top of Documents. It is saved without a category, asks the same question when the file name is already taken, and runs while its sheet is open: closing the sheet before it saves stops the upload.
  • Uploads run in this browser tab. Closing or reloading the tab stops any still in progress, so Pleno asks before you leave; moving between pages in Pleno is fine.
  • Preparing shrinks large PDFs before they upload and can take a minute or two for a big report. Several PDFs are prepared one after another, so later ones show Waiting.