Documents, links, and notes on a card
Attach files, paste external links, and keep notes on a maintenance card.
What it is
Each card can carry the evidence and conversation around the work: uploaded files, notes, activity, and optional links to files that live elsewhere.
What you can do
- Upload documents to the card
- Add an HTTPS link (for example a Google Drive or Dropbox share URL) — Pleno stores the link, not a live sync of the cloud folder
- Add and delete notes
- Review the activity log
- Attach invoice extracts found in financial documents (where available)
- Paste a Gmail source URL when the card came from email
Paperwork that arrives after the work is done
Invoices, receipts and payment confirmations often arrive weeks or months after the work is finished. Add them to the original card instead of making a new one — this works on Done and archived cards too. Upload or link them on the card, attach an extracted invoice from Review invoices, forward the email with the card number in the subject (for example "Invoice for MNT-040"), or add it from the Gmail add-on.
Anything added once the card is Done or archived is marked Added after completion:
- Files, library documents and invoices appear in their own Added after completion list under the card's documents
- Notes carry an Added after completion tag
That way the card still shows what the council knew while the work was open. Pleno sets the mark when the item is added; you can't set or clear it yourself.
On an archived card, only what was added after completion can be removed. Everything that was on the card before it was completed stays. If a Done card is moved back to In progress, what was added while it was Done becomes part of the open work and loses the mark.
Who can do it
Council members with access to the card. Some destructive actions (for example deleting certain attachments) may require admin permission. Card files, notes and activity are council-only: residents can't see them, even on a card linked to their own report.
Limits and things to know
- There is no Google Drive or Dropbox browse integration. Paste a shareable HTTPS link when the file should stay outside Pleno.
- Document storage and AI indexing limits follow your plan.
- Vendor quotes may appear on cards created or enriched from email AI extraction (Pro), or added from a contractor's reply in the card's conversation (Pro). On every plan, the property manager, president or vice-president can add a quote by hand, with one of the card's documents as its file. See Requesting quotes and contractor conversations.
- Deleting a document from the document library removes it from every card it is linked to. A document that was on an archived card before the work was completed can't be deleted or replaced: it stays in the library.