> ## Documentation Index
> Fetch the complete documentation index at: https://docs.equa.cc/llms.txt
> Use this file to discover all available pages before exploring further.

# Document Management

> How to upload, organize, and generate documents in Equa

# Document Management

Equa provides a virtual file system for each organization where you can upload, organize, and manage documents. The platform also generates PDF certificates for share issuances with legends and signatures. This guide covers all document operations.

## Prerequisites

* Active Equa account
* `viewDocuments` permission to browse files; `editDocuments` permission to upload, create, and delete

## Getting Started

### Step 1: Open the Document Browser

From your organization sidebar, click **Documents**. This opens the file browser showing your organization's document tree.

### Step 2: Navigate the File Tree

Use the breadcrumb navigation at the top to move between folders. Click any folder to open it, or click a breadcrumb segment to jump up to that level.

## Common Tasks

### Uploading Files

1. Navigate to the folder where you want to upload
2. Click **Upload File** or drag and drop files onto the page
3. A progress bar shows the upload status
4. Once complete, the files appear in the current folder

### Uploading Folders

1. Click the dropdown arrow next to the upload button
2. Select **Upload Folder**
3. Choose a folder from your computer
4. The entire folder structure is preserved, including subfolders

### Creating a New Folder

1. Navigate to the parent directory
2. Click **New Folder**
3. Enter a folder name
4. Click **Create**

Intermediate directories are automatically created when you upload to a nested path that does not exist yet.

### Adding a URL Link

1. Navigate to the desired folder
2. Click **Add Link**
3. Enter the URL and a display name
4. Click **Save**

This creates a `.url` shortcut file that links to the external URL.

### Downloading Files

Click the **Download** button next to any file, or click on the file name to download it. Files are streamed directly from storage with the correct content type.

### Renaming or Moving Files

1. Click the **actions menu** (three dots) next to the file or folder
2. Select **Rename** or **Move**
3. Enter the new name or destination path
4. Click **Save**

When moving a folder, all of its contents move with it.

### Deleting Files

1. Click the actions menu next to the file or folder
2. Select **Delete**
3. Confirm the deletion

Deleted files are soft-deleted — they are hidden from the file listing but not permanently removed. If you re-upload a file with the same name, the deleted file is restored.

### Generating Share Certificates

Equa automatically generates PDF certificates for shareholdings.

1. Navigate to the cap table and open a shareholding
2. Click **Download Certificate**
3. The PDF includes:
   * Shareholder name and share details
   * Certificate serial number
   * Organization information
   * Legend text (on the back page)
   * Signatures

Certificate variants include:

* **Original** — The standard certificate
* **Copy** — Includes a "COPY" watermark
* **Void** — Includes a "VOID" marking for cancelled shareholdings

### Generating Legend Certificates

1. Navigate to **Organization > Legends**
2. Click **Download Certificate** next to the legend
3. A PDF is generated with the full legend text

Long legends automatically flow across multiple pages.

## Tips

<Tip>
  Equa uses content-addressed storage, which means identical files are stored only once. If you upload the same file to multiple locations, it does not use additional storage.
</Tip>

<Tip>
  If you upload a file with the same name as an existing file in the same folder, the new file automatically gets a numeric suffix (e.g., "report 1.pdf", "report 2.pdf").
</Tip>

<Tip>
  You can drag and drop files directly onto the document browser page. This is often the fastest way to upload multiple files.
</Tip>

## Design References

Design-system source for this guide: [Document Management screenshot gallery](/architecture/design-system/screenshots/documents) and [EquaFileUpload](/architecture/design-system/components/equa-file-upload), [EquaBreadcrumb](/architecture/design-system/components/equa-breadcrumb), [EquaMenu](/architecture/design-system/components/equa-menu), [EquaTable](/architecture/design-system/components/equa-table).

## Troubleshooting

<AccordionGroup>
  <Accordion title="I cannot see the Documents section">
    **Cause:** You may not have the `viewDocuments` permission.

    **Solution:** Ask your organization admin to assign you a role that includes the "View Documents" permission.
  </Accordion>

  <Accordion title="Upload failed or timed out">
    **Cause:** The file may be too large, or there may be a network issue.

    **Solution:** Try uploading smaller files first. Check your internet connection and try again. If the issue persists, try a different browser.
  </Accordion>

  <Accordion title="Certificate is missing information">
    **Cause:** The shareholding may be missing required fields like signatures or legends.

    **Solution:** Make sure the shareholding has at least one signature and a legend assigned before generating the certificate.
  </Accordion>

  <Accordion title="I accidentally deleted a file">
    **Cause:** Files are soft-deleted and can be recovered.

    **Solution:** Re-upload the same file to the same location. If it matches the deleted file, it will be restored. Contact your admin if you need help recovering files.
  </Accordion>
</AccordionGroup>

## Related

* [Data Rooms](/guides/data-rooms)
* [Issuing Equity](/guides/issuing-equity)
* [Google Drive Sync](/guides/google-drive-sync)
* [Documents and DocGen Specification](/specs/007-documents-and-docgen/spec)