DocMax | Online Portal Uploads

This articles covers the Online Portal Uploads sections in DocMax. This is where documents are placed waiting to be synchronised. This can be for the upload of new documents, removal of pending documents, as well as update of documents.

However, before you can upload any documents, you must first set up the Document Groups on the StrataMax Portal itself. To learn how to set these up, check out the StrataMax Portal | Report & Documents article.

DocMax Portal Documents Video

Pending Upload and Pending Removal Status

The synchronisation happens automatically and documents should be available on the Portal within a few minutes. Note, however, if on the rare occasion there is a delay, it will be because there are multiple building uploads happening at the same time. Before StrataMax version 5.6.112 there was also an option to manually synchronise documents with the push of a button, as outlined in this article. 

When opening the Online Portal Uploads area, there are two default statuses that are defined: 'Pending Removal' and 'Pending Upload'. These are the documents that will be uploaded or removed on the automated synchronisation schedule.

1. Select Online Portal Uploads.
2. Use the Portal Upload Status drop-down menu to filter the list, or if required remove a status by clicking its delete button (red cross).
3. Click Refresh to display the new results.

Adding Documents to the StrataMax Portal

The synchronisation happens automatically and documents should be available on the Portal within a few minutes. Note, however, if on the rare occasion there is a delay, it will be because there are multiple building uploads happening at the same time. Before StrataMax version 5.6.112 there was also an option to manually synchronise documents with the push of a button, as outlined in this article. 

1. In DocMax, locate and select the document to display its properties.
2. Expand the Online Portal section and tick the Upload to Portal tick box.
3. Select the Document Group from the drop-down menu.
   • These Document Groups are set up on the StrataMax Portal.
4. Select a specific date or expiry period by clicking the Remove from Portal after Date drop-down menu.
5. Click the Save Changes button.

6. This will place the document in the Online Portal Uploads section of DocMax with a Portal Upload Status of 'Pending Upload'.
7. The document will be uploaded automatically when the scheduled nightly building upload task has completed.

Removing Documents from the StrataMax Portal

The synchronisation happens automatically and documents should be available on the Portal within a few minutes. Note, however, if on the rare occasion there is a delay, it will be because there are multiple building uploads happening at the same time. Before StrataMax version 5.6.112 there was also an option to manually synchronise documents with the push of a button, as outlined in this article. 

1. In DocMax, open the Online Portal Uploads section.
2. Use the Building, Online Portal Document Group, and Portal Upload Status filters to narrow the list if required.
3. Once the document has been located, double-click it or right-click it and select View Document.
   • The document will display in a separate window, with its properties.
4. Expand the Online Portal section and untick the Upload to Portal tick box.
5. Click the Save and Close (3.5" Floppy Disk) icon in the ribbon at the top.
6. This will change the document status to 'Pending Removal' 
7. The document will be removed automatically when the scheduled nightly building upload task has completed.

Synchronise All or Synchronise Selection

The synchronisation happens automatically and documents should be available on the Portal within a few minutes. Note, however, if on the rare occasion there is a delay, it will be because there are multiple building uploads happening at the same time. Before StrataMax version 5.6.112 there was also an option to manually synchronise documents with the push of a button, as outlined in this article. 

If documents need to be uploaded, removed, or updated immediately, a manual synchronisation should be completed.

1. In DocMax, open the Online Portal Uploads section.
2. Use the Building, Online Portal Document Group, and Portal Upload Status filters to narrow the list if required.
3. Once the documents have been identified, select them.
   • The Shift key can be used to select a range of documents, and the Ctrl key for multiple separate documents.

4. Click Synchronise All for all documents or Synchronise Selection for the highlighted documents only.
5. Click Refresh once complete and  the documents should be removed from the 'Pending Upload' status. 

Updating Document Titles displayed on the StrataMax Portal

The synchronisation happens automatically and documents should be available on the Portal within a few minutes. Note, however, if on the rare occasion there is a delay, it will be because there are multiple building uploads happening at the same time. Before StrataMax version 5.6.112 there was also an option to manually synchronise documents with the push of a button, as outlined in this article. 

Documents that are available online may need a title change if requested from an Owner/ Committee Member, or there may be a requirement internally to change the the document title. This can be done simply from the Online Portal Uploads area in DocMax.

1. Open the Online Portal Uploads section of DocMax.
2. Use the Building, Online Portal Document Group, and Portal Upload Status filters to narrow the list if required.
3. Once the document has been located, double-click it or right-click it and select View Document.
4. Update the Title field.

5. Click Save and Close to update the information.

6. The document will be synchronised automatically when the scheduled nightly building upload task has completed.

StrataMax Portal Document Groups and Display

The StrataMax Portal Document Groups that are configured will display their description in DocMax. This works specifically for the Owners Reports and Documents that have been set up on the StrataMax Portal. These steps describe how to review and compare what is configured in DocMax Profiles versus what is set up on the StrataMax Portal.

1. Once logged into the StrataMax Portal as an Administrator, go to the Reports and Documents tab, then Manage.
2. In the Select User Type drop-down menu, select Owner  and note the Group Name and Display Name.

3. In DocMax, click the Administration menu, then select Profiles.
4. Select the required profile and expand the Online Portal section to see the Document Group field matches what is currently available via the StrataMax Portal.