Share a document
Select the correct file, choose an authorised recipient, add a clear message and retain a record of the document-sharing activity.
Sharing a document is separate from making it permanently visible through the Tenant Portal. A document can be shared directly with a selected recipient while remaining private within the portal.
Before sharing the document
- Open the full document.
- Confirm the correct property and tenancy.
- Check the document title and version.
- Review every page.
- Confirm the intended recipient.
- Check the recipient’s email address or portal account.
- Review personal and financial information.
- Check for unrelated tenant information.
- Remove internal notes where necessary.
- Confirm there is a valid reason to share the file.
Multi-page files may contain information that is not visible from the first page, title or preview image.
Open the document to share
Open Documents
Select Documents from the main Estavo navigation.
Find the document
Search using the title, category, property, tenancy or date.
Open and review the file
Confirm it is the correct version and belongs to the intended recipient’s property or tenancy.
Select Share
Open the document-sharing form.
Choose how the document should be shared
Share through the Tenant Portal
Use where the connected tenant should have ongoing access to the document.
Send by email
Use where a specific recipient should receive the document or secure access message directly.
Share with several tenants
Select the appropriate connected tenants where the document applies to all of them.
Share with an external contact
Use only where the recipient is authorised and the document is appropriate for that purpose.
Select the correct recipient
Confirm the email address, property and tenancy, especially where several contacts have similar names.
Check the recipient’s contact details
- Review the displayed email address.
- Check for spelling errors.
- Confirm the contact belongs to the intended person.
- Review whether the address is current.
- Check joint-tenant addresses separately.
- Avoid using an unverified forwarded address.
- Update the contact record before sharing where needed.
Add a clear document message
Avoid including unnecessary personal, financial or sensitive information in the email subject or message.
Review the document and sharing details
- Confirm the document title.
- Open the file again.
- Check the property and tenancy.
- Review the recipient name.
- Confirm the email address.
- Check the message and subject.
- Review the portal visibility setting.
- Confirm no unintended attachment is included.
Send or share the document
Complete the final review
Confirm the file, recipient, method and message.
Select Share or Send
Submit the document-sharing action.
Wait for confirmation
Do not close the page before Estavo confirms the action completed.
Review the communication record
Confirm the recipient, document and date appear in the sharing history.
Share a document with joint tenants
- Confirm each person belongs to the same tenancy.
- Review whether the document applies to every tenant.
- Select each required recipient separately.
- Check each email address.
- Avoid sharing one tenant’s separate personal records.
- Review the sharing history for every recipient.
- Use a tenant-specific document where appropriate.
Share with an external authorised recipient
Confirm authority
Check that the person or organisation is permitted to receive the document.
Confirm the purpose
Share only the information necessary for the stated purpose.
Check the address
Verify the external email or contact details before sending.
Review the complete file
Remove or withhold unrelated information before sharing.
Confirm the recipient, authority, purpose and secure delivery method before releasing property or tenant information.
Respond to an incorrect sharing action
Restrict the stored document
Change it to private where portal access is also enabled.
Review the sharing history
Confirm what was sent, to whom and when.
Follow the appropriate internal process
Assess the document, information disclosed and required corrective action.
Correct the contact or tenancy record
Fix the underlying recipient information before sharing again.
Record the action taken
Retain an appropriate internal record of the incident and correction.
Changing Estavo visibility does not remove a copy already received, opened or downloaded by the recipient.
Common document-sharing problems
The Share option is unavailable
Check your permissions and confirm the document has a valid property or tenancy connection.
The tenant cannot be selected
Check the tenant is connected to the relevant active or historical tenancy.
The email address is incorrect
Update the tenant or contact record before sending.
The recipient did not receive the message
Review the delivery status, email address and sharing history.
The wrong version was shared
Restrict the outdated file and share the correct version using a new recorded action.
The file remains visible after sharing
Review the separate Tenant Portal visibility setting.
One joint tenant was omitted
Share the appropriate document separately with the omitted authorised tenant.
No sharing history appears
Confirm the sharing action completed successfully and refresh the document activity view.
The document has been shared
The next guide explains how to request a document from a tenant, set a due date and monitor the request status.
Continue to request a document