File and share documents in the Property Vault

Build the property file in the deal's Vault, send a buyer's lawyer a link to exactly the documents they need, and revoke the link the moment it is no longer wanted.

Every deal has a Vault: the permanent file for the property. It is where the Nota Simple, the Catastro record, the IBI receipt, the certificates, the identity documents and the signed agreements end up, each in its own group. Signed documents file themselves the moment the last signature lands. Everything else you add yourself.

When an offer arrives, the buyer's lawyer will ask for documents. Instead of emailing attachments, you tick the ones they need and send a link that shows exactly those documents and stops working on a date you choose. You can see every link you have made and revoke any of them.

1. 1

   Open the Vault

   Open the deal and click the VAULT tab. When a deal starts the Vault is empty. The property file on the right lists what a sale needs: the Nota Simple, Catastro, IBI receipt, energy certificate, community certificate, occupancy licence, title deed, identity documents, KYC and the signed agreement.

2. 2

   Add a document

   Click Add Document. Say what the document is by choosing its type, drop in the file, and click File in VAULT. The document lands in the right group and the property file fills up as you go.

   Repeat for each document. The signed listing agreement is already there if the deal has one: it filed itself when the last signature landed.

   Note Choosing the right type matters. It is what puts the document in the right group and lets the lawyer's link show it under the right heading.

3. 3

   Choose the documents to share

   Tick the box at the top of each document the lawyer should see. Leave identity and KYC documents unticked unless they have asked for them and you are satisfied they should have them. Then click Share.

4. 4

   Send a link

   In the Share documents dialog choose Send a link. Enter the lawyer's Email and Name, choose when the link expires, in 7, 30 or 90 days, and add a message.

   Click Send link by email. The link shows exactly the documents you ticked, nothing else on the deal, and stops working when it expires. You can also click Copy to send the same link another way.

   Note The second tab, Share with parties, gives people who are already on the deal access to the selected documents instead of creating an outside link.

5. 5

   See every link you have made

   Open the deal's Parties tab. External share links lists every link: who it is for, when it expires and what it can see. Copy a link again from here whenever you need to.

6. 6

   Revoke a link

   To stop access before the expiry date, click Revoke next to the link and confirm. The link stops working straight away and shows as revoked in the list. Create a new one whenever you need to, for example with a different set of documents.