Add attachment - Property Management Software

Attachments should be selected from documents already stored in Estavo where possible. Review the entire file rather than relying on its title, category or first page before adding it to a message.

Attachment options

How message attachments work

Stored document

Select an existing document already connected to a property, tenancy or operational record.

New upload

Upload a file first where it is not already stored, then review and attach it.

Portal document

Include a document with communication that is also retained in the Tenant Portal thread.

Attachment visibility and document visibility are separate

Sending a private document as an attachment gives the selected recipient a copy even though it remains private in the Tenant Portal.

Preparation

Before adding a document

Confirm an attachment is necessary.
Check whether the file already exists in Estavo.
Confirm it belongs to the correct property.
Review the tenancy or tenant connection.
Check that it is the current version.
Open and review every page.
Check for personal, financial or supplier information.
Confirm every selected recipient may receive it.
Review the file name and document title.
Check whether another attachment would duplicate it.

Do not attach files based only on their names

Similar file names can refer to different properties, tenants, versions or document periods.

Navigation

Open the message composer

Open Communication

Select Communication from the main Estavo navigation.

Open a new or existing message

Start a new message or reply within the correct conversation.

Select the recipient and context

Confirm the tenant, property, tenancy and delivery method.

Select Add Attachment

Open the stored-document selection area.

File selection

Select a stored document

Search the document list

Search by title, category, property, tenancy, tenant or document date.

Apply filters

Narrow the results using the property, category, visibility or current-version status.

Open the document details

Confirm the file is the correct document before attaching it.

Select the document

Add the chosen file to the draft message.

Content review

Review the complete attachment

Check Status Review action

Correct document Confirmed Check the document type, property and title.

Current version Current Review issue dates, expiry dates and replacements.

Complete file Reviewed Open every page, image or section.

Recipient access Appropriate Confirm every recipient may receive the file.

Review every page of a multi-page file

Later pages may contain another tenant’s details, internal notes, supplier information or unrelated records.

Recipient review

Check who will receive the attachment

Tenant name Confirm the correct person is selected.

Email address Review the full recipient address before sending.

Joint tenants Confirm whether every selected tenant may receive the same file.

External recipient Confirm the person is authorised and the attachment is necessary for the purpose.

Record context

Review the document connections

Confirm the document property matches the message property.
Review the tenancy connection.
Check the tenant connection where the file is personal.
Review any compliance record.
Check the maintenance request connection.
Review the financial or expense connection.
Confirm the document period matches the conversation.
Avoid attaching a document from another property because its title is similar.

Add the file

Attach the selected document

Complete the document review

Confirm the file, version, recipient and property connection.

Select Attach

Add the document to the draft message.

Confirm the file appears

Check the attachment name and document details in the draft.

Open it from the draft

Verify that the attached file is still the intended document.

Gas Safety Certificate 2026

24 Oak Avenue · Compliance document

Attached

Document date 18 July 2026

Expiry date 17 July 2027

Recipient Connected current tenant

Message delivery Email and Tenant Portal

Several attachments

Add multiple documents carefully

Review each file separately.
Confirm every attachment is necessary.
Check every document belongs to the same recipient context.
Avoid attaching several versions of the same document.
Check the combined file size where a limit is shown.
Use clear message wording that identifies each attachment.
Open each file again before sending.
Remove any unrelated attachment.

Correct the draft

Remove an attachment before sending

Review the attachment list

Identify the incorrect, duplicate or unnecessary file.

Select Remove

Remove the document from the draft message.

Confirm the file disappears

Check it is no longer listed as an attachment.

Add the correct document if required

Repeat the full review before attaching another file.

Removing it from the message does not delete it

The document remains stored in Estavo. Only the attachment is removed from the current draft.

Final check

Review the message and attachments

Confirm every recipient.
Review all email addresses.
Check the property and tenancy.
Read the complete message.
Review the subject.
Open every attachment.
Confirm the correct versions are selected.
Check for personal, financial or third-party information.
Review the delivery method.
Remove any unnecessary file.

Complete the action

Send the message with the attachment

Complete the final review

Confirm the recipients, message and attached files.

Select Send

Submit the message using the selected delivery method.

Wait for confirmation

Confirm Estavo records the message and attachment.

Review the communication history

Check the sent message, recipient and attachment record.

Communication history

Review the sent attachment

Open the sent message.
Confirm the correct recipient.
Check the attached document name.
Open the attachment from the communication record.
Review the delivery status.
Check whether the message appears in the Tenant Portal.
Confirm no duplicate communication was created.

Sent does not confirm the attachment was opened

Delivery status does not necessarily prove that the recipient viewed, downloaded or understood the file.

Incorrect file sent

Respond to the wrong attachment being sent

Open the sent message

Confirm the recipient and exact attachment.

Review what information was included

Open every page and assess the contents.

Restrict the stored document where required

Change portal visibility if the file is also tenant-visible.

Follow the appropriate internal process

Record and assess the incident according to your data-protection procedures.

Send the correct communication

Review the recipient and attachment again before sending.

A sent attachment may not be recallable

Removing the document from Estavo or changing its visibility does not remove a copy already received or downloaded.

Troubleshooting

Common attachment problems

The document cannot be found

Clear filters and check its category, property, archive status and current version.

The attachment option is unavailable

Check your permissions and whether the selected delivery method supports attachments.

The document will not attach

Confirm the file exists, opens successfully and does not exceed the message limit.

The wrong version appears

Search for the current version and check the document year, date and status.

The attachment disappears from the draft

Reopen the draft and confirm the document selection was saved.

Several copies are attached

Remove repeated files and retain only the intended version.

The message fails with an attachment

Review the file size, type, recipient address and displayed failure reason.

The tenant cannot open the file

Confirm the stored document is valid and resend a supported readable version.

The attachment has been added and reviewed

The next guide explains how to open a communication thread and review sent messages, tenant replies, attachments and related activity.

Continue to review a conversation

Add an attachment to a message