How does document visibility and tenant access work?

When you upload a document, you control who can see it using the visibility setting. This determines whether tenants see the document in their Tenant Portal.

Three visibility levels

All Tenants (visibility = "all_tenants"): Every tenant in the building can see and download the document in their Tenant Portal. Use this for building-wide policies, fire safety manuals, house rules, or general notices.
Admin Only (visibility = "admin_only"): Only account administrators and building managers can see the document. Tenants cannot see it at all. Use this for internal documents like maintenance reports, vendor contracts, or financial records.
Specific Tenants (visibility = "specific_tenants"): You hand-pick which tenants can access the document. A tenant selector appears during upload where you check the tenants who should see it. Use this for tenant-specific contracts, individual notices, or lease amendments.

FM Document flag

Documents marked as "FM Document" (Facility Management) are never visible in the Tenant Portal regardless of the visibility setting. They are for internal building management — think maintenance logs, equipment manuals, or service provider documentation. FM documents appear in the admin Documents page but are completely hidden from tenants.

Requires Acknowledgment

When you enable "Requires acknowledgment" on a document, tenants must explicitly confirm they have read it. You can track which tenants have acknowledged and which have not. This is useful for:

Fire safety procedures
Building rule changes
Insurance policy updates
Legal notices

Where to manage access: Tenant Hub → Documents → click a document → the detail view shows the current visibility setting and which tenants have access. You can change visibility after upload by editing the document.

Tenant view: Tenants see their available documents at Tenant Portal → Documents, filtered by category. They can view, download, and acknowledge documents assigned to them.