Store and Share General Documents

Overview

RunHOA provides a dedicated section for storing and managing various types of general documents for the HOA.

Accessing General Documents

1. Login to the HOA portal.
2. From the left-hand navigation menu, locate and click on “General Docs” under the Resources section.
3. If you are an administrator, you will have access to all documents, even those marked as “Administrator Only.”
4. Non-admin users will only see documents available to the public unless they are restricted by an admin-only setting.

Adding a New Document

To add a new document to the General Docs section:

1. Click on the “Add General Documents” button at the top of the General Docs page.
2. You will be prompted with the document submission form, where you must fill in the following fields:
   • Document Type: Select the appropriate type from the dropdown list (e.g., Financial Reports, Architectural Guidelines).
   • Description: Enter a brief description of the document (e.g., “2024 Annual Budget”).
   • File: Click Add Files to upload the document. You can drag and drop the file or browse from your computer.
   • Display Position: Enter the order in which this document should appear (optional).
   • Administrator Access Only: Select whether this document should be restricted to administrators only.
3. After filling in the necessary fields, click Save to upload the document.

Editing an Existing Document

1. Navigate to the General Docs section and locate the document you wish to edit.
2. Click on the edit icon next to the document type.
3. You can modify the Document Type, Description, File, and Display Position.
4. Make sure to review the Administrator Access Only setting, adjusting it as necessary to restrict or allow access.
5. Click Save to apply the changes.

Deleting a Document

1. To delete a document, click on the edit icon for the specific document.
2. Click the Delete button at the top of the page.
3. Confirm the deletion when prompted.

Administrator Access Control

• When uploading or editing a document, administrators can restrict access by selecting “Yes” for the Administrator Access Only option. This ensures that only users with administrative privileges can view or manage the document.
• Documents marked as “No” under Administrator Access Only will be available for both administrators and general users.

Viewing for Users

Example Document Types in General Docs:

• Financial Reports: Detailed breakdown of the HOA’s financial statements for a specific year.
• Architectural Guidelines: Rules and guidelines that homeowners must follow when making changes to the exterior of their homes.
• Annual Budget: A projected budget for the upcoming year, including income and expenses for the HOA.