---
id: 6d6b0006
title: "Documents: Upload, Store and Share"
summary: Keep leases, receipts, IDs and notices in one safe place, preview them in the app, and share each file with only the people who should see it.
audience: Landlords and tenants
order: 6
keywords: documents, files, upload, share, storage, PDF, templates
updated: 2026-10-23
cover: ../media/documents-upload.gif
---

# Documents: Upload, Store and Share

> **In one sentence:** **Documents** is a safe filing cabinet inside Mkodisha: upload a file once, open it from anywhere, and choose exactly who else can see it.

## The simple version

Paper gets lost, WhatsApp photos get buried, and email attachments are hard to find. In Mkodisha:

1. You **upload** a file (a PDF, a photo, a Word or Excel document).
2. It's **stored safely** and only you can see it.
3. You **share** it with the tenants (or your landlord, or your caretaker) who need it.
4. They find it under **Shared Files** on their own Documents page.

## Why Mkodisha does this better

- **Private by default.** A file is only visible to the person who uploaded it until they share it.
- **Share with exactly the right people.** Tick names from a list; nobody else can open it.
- **Read it right in the app.** **Preview** opens PDFs and pictures without downloading.
- **Ready-made templates.** A fire safety checklist, an onboarding poster, a promotional poster and the Mkodisha user manual are there from day one.
- **Safe links.** Download links are signed and expire after one hour, so a forwarded link stops working.

## Where to find it

| What | Link |
|------|------|
| Documents page | [mkodisha.com/app/documents](https://mkodisha.com/app/documents) |
| Upload box on the landlord home page | [mkodisha.com/app](https://mkodisha.com/app) (scroll to **Upload Files**) |
| Upload box on a building page | Open a building, scroll to **Upload Files** |

## Step 1: Upload a file

![Uploading "Riverside Court parking rules.pdf"](https://tarticles.mkodisha.com/guides/media/documents-upload.gif)

1. Open **Documents** and click **Upload Document** (or drag files into the dotted box).
2. Choose one or more files: **PDF, JPG, PNG, BMP, Word (.doc, .docx) or Excel (.xls, .xlsx)**, up to **5 MB** each.
3. Click **Upload**.

Your files appear under **Uploaded Files**, each labelled with its type (PDF, DOCX, XLSX…).

## Step 2: Share a file

![Sharing the building insurance certificate with three tenants](https://tarticles.mkodisha.com/guides/media/documents-share.gif)

1. Find the file under **Uploaded Files** and click its **share** button.
2. Tick the people who should see it. You can search by name, house or property.
   - **Landlords** can share with the tenants in their buildings.
   - **Tenants** can share with their landlord and with other tenants in their building.
3. Click **Save**. You'll see *Sharing updated*.

To stop sharing, open the share list again and untick the person.

## Step 3: Preview or download

![Previewing a document inside Mkodisha](https://tarticles.mkodisha.com/guides/media/documents-preview.gif)

- **Preview** opens the file inside Mkodisha.
- **Open File** downloads it to your phone or computer.
- **Delete** (the bin) removes a file you uploaded.

## What tenants see

![A tenant's Documents page with files shared by the landlord](https://tarticles.mkodisha.com/guides/media/documents-tenant-shared.png)

Tenants have the same Documents page. Files their landlord shared appear under **Shared Files**, with who shared them. Tenants can upload their own files too, like a copy of their ID or a bank standing order form, and share them with their landlord.

## The templates

| Template | What it's for |
|----------|---------------|
| Fire and Safety Inspection checklist | Checking a unit is safe before a tenant moves in |
| Onboarding Poster | A poster telling tenants their building now uses Mkodisha |
| User Manual | The full Mkodisha manual |
| Promotional Poster | Advertising Mkodisha to tenants and neighbours |

## Good things to keep in Documents

- Signed contracts and house rules (contracts made in Mkodisha also live under [Contracts](contracts.md))
- Building insurance and compliance certificates
- Meter-reading sheets for your caretaker
- Minutes of residents' meetings
- Tenant ID copies (shared only with the landlord)
- Receipts for big repairs (or attach them to an expense under [Analytics](insights-and-analytics.md))

## Quick answers

**Who can see my files?**
Only you, until you share a file. Then only the people you ticked.

**What file types can I upload?**
PDF, JPG, PNG, BMP, Word and Excel, up to 5 MB each.

**Can I upload several files at once?**
Yes. Select or drop several files, then click **Upload**.

**I sent someone a download link and it stopped working.**
Links expire after an hour for safety. Share the file with them in Mkodisha instead, so they can open it any time.

**How do I un-share a file?**
Open its share list and untick the person.

## Words to know

| Word | Meaning |
|------|---------|
| Upload | Put a file from your phone or computer into Mkodisha |
| Share | Let chosen people open your file |
| Preview | Look at a file without downloading it |
| Template | A ready-made document you can use |

## Related guides

- [Contracts: Create, Renew and Expire](contracts.md)
- [Community and Contacts Chat](community.md)
- [Landlord and Tenant Dashboards](dashboards.md)
- [Insights and Analytics](insights-and-analytics.md)