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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.

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Prerequisites

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

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Getting Started

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Step 1: Open the Document Browser

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

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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.

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Common Tasks

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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

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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

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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.
  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.

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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.

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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.

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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.

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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

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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.

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Tips

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.
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”).
You can drag and drop files directly onto the document browser page. This is often the fastest way to upload multiple files.

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Troubleshooting

Cause: You may not have the viewDocuments permission.Solution: Ask your organization admin to assign you a role that includes the “View Documents” permission.
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.
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.
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.