Document Management
What it is
Mapaprop lets you attach digital documents to property and contact records. You can upload files in PDF format, images (JPG, PNG, WEBP, GIF), text documents (Word) and spreadsheets (Excel).
Files are stored on secure cloud servers and are only accessible to authorized users of the account. No document is publicly accessible.
Uploading and managing documents is available exclusively for the Business and Business Manager plans. However, the "Documents" tab is visible on all accounts: users without a Business plan will see a message inviting them to upgrade their plan to access this feature.
Where it's used
Properties: each property record has a "Documents" tab where you can view and manage attached files. There's also a dedicated page /properties/{id}/docs for full management (upload, editing, deletion).
Contacts: each contact record has a "Documents" tab with the list of files attached to the contact. The administrator can upload documents to any contact. Sales agents can upload documents to the contacts they have access to.
Document types (labels)
Each document is classified with a label that makes it easier to organize and search. The available labels are:
| Label | Description |
|---|---|
| Deed | Public deed of the property |
| Power of attorney | Notarial power of attorney or special power |
| Contract | General contract |
| Rental contract | Lease or rental contract |
| Authorization | General authorization |
| Sale authorization | Exclusivity authorization or sale mandate |
| Purchase agreement | Purchase agreement or promise of sale |
| Floor plan | Floor plan, location plan or survey plan |
| Appraisal | Appraisal or valuation report |
| Report | Technical, legal or condition report |
| Invoice / Receipt | Invoice, payment receipt or voucher |
| ID document | National ID, passport or other identity document |
| Photograph | Photograph that is not a property image |
| Other | Any other type of document (allows entering free text) |
When you choose "Other", the system enables a free text field to describe the type of document.
Labels are shown in the language of the country configured in the account (Spanish, English or Portuguese).
Accepted formats and limits
Accepted formats: PDF, JPG, PNG, WEBP, GIF, DOC, DOCX, XLS, XLSX.
Maximum size per file: 20 MB.
Maximum number of files per property or contact: 20 files.
Preview in the app: PDF files and images (JPG, PNG, WEBP, GIF) can be previewed directly in the app without needing to download them. Word and Excel files can only be downloaded.
Search and filters
When there's more than one document in a record, a search and filter bar appears automatically.
Text search: you can search by entering any part of the file name, the assigned label, the description, or the name of the user who uploaded the document.
File type filter: you can filter to see only a specific file type. The available options are:
- All
- Images (JPG, PNG, WEBP, GIF)
- Word (DOC, DOCX)
- Excel (XLS, XLSX)
Search and filter can be combined. Results update in real time without needing to confirm the search.
Privacy and visibility
Each document has a visibility level that controls who can see it within the account.
Private: the document is only visible to the user who uploaded it and to the account administrator.
Public: the document is visible to all sales agents and agents on the account who have access to that property or contact.
Visibility can be changed at any time from the document list.
Who can see what
| Role | Public documents | Own private documents | Other users' private documents |
|---|---|---|---|
| Administrator | Yes | Yes | Yes (all) |
| Sales agent / Agent | Yes | Yes | No |
| Network Manager | Yes | Yes | Yes (from their entire network) |
Who can upload documents
| Role | Properties | Contacts |
|---|---|---|
| Administrator | Yes (any property in the account) | Yes (any contact) |
| Sales agent / Agent | Yes (only properties from their branch) | Yes (their contacts) |
| Network Manager | No (read-only) | No |
Who can edit documents
Editing a document lets you change the label and description.
Administrator: can edit any document in their account.
Sales agent / Agent: can edit the label and description of documents they uploaded themselves. Additionally, they can change the visibility (public / private) of any document belonging to properties in their branch, even if they didn't upload it.
Network Manager: cannot edit documents (read-only access).
Who can delete documents
Administrator: can delete any document in their account.
Sales agent / Agent: can only delete documents they uploaded themselves.
Network Manager: cannot delete documents.
Audit trail
All actions on documents are automatically logged:
- Who uploaded each document, and the date and time.
- Who deleted it and when.
- Visibility changes (from private to public and vice versa), with a record of who made the change.
- Every download made by each user.
Deleted documents are not physically removed from the servers immediately: they're marked as deleted with the date and user who performed the action. This allows a complete audit of each document's history if needed.
Where to see the history
The account administrator can check the document activity log from Settings > Manage Account > Logs. There you'll find all the actions performed by each user, including uploads, downloads, visibility changes and document deletions.
How it works with Networks (Network Manager)
The administrator of a real estate network (Business Manager plan) has full visibility over the documents of all accounts that belong to their network.
This includes:
- Viewing all documents (public and private) of any real estate agency that's a member of their network.
- Downloading and previewing any document.
The Network Manager cannot upload, edit or delete documents. Their access is read-only.
This feature is designed so that the franchise or network administrator can audit their franchisees' or branches' documentation without needing to access each account individually.
Security
Documents are stored on Amazon Web Services (AWS) servers in a private bucket separate from the one used for property images.
Files are never directly or publicly accessible. Every time a user opens or downloads a document, the system generates a temporary download link that automatically expires after 60 seconds. After that time, the link stops working.
This means it's not possible to share a download link with third parties or with people who don't have an active session in Mapaprop. Access always requires authentication with a valid username and password and the corresponding permissions.
Frequently asked questions
Can I see documents uploaded by another sales agent from my own agency?
It depends on the document's visibility. If the document is public, you'll be able to see it. If it's private, only the sales agent who uploaded it and the account administrator can see it.
Can a sales agent delete a document uploaded by another sales agent?
No. Each sales agent can only delete the documents they uploaded themselves. The account administrator can delete any document.
What happens if I upload a document by mistake?
You can delete it if you're the one who uploaded it. If not, contact your account administrator to have it deleted. Deleted documents remain in the audit history but are no longer visible.
Are documents visible on the public property portal?
No. Documents are strictly private and are never shown on the public portal or in property listings visible to buyers or tenants.
Is there a limit on how many documents I can upload?
Yes. The limit is 20 files per property or contact. The maximum size per file is 20 MB.
Can I preview a Word or Excel file directly in Mapaprop?
No. Word and Excel files can only be downloaded. In-app preview is available for PDFs and images (JPG, PNG, WEBP, GIF).
If I'm a Manager of a network, can I see private documents of the agencies in my network?
Yes. The Network Manager role has full visibility over all documents (public and private) of all accounts that belong to their network. However, they cannot upload, edit or delete documents: their access is read-only.
As a sales agent, can I upload documents to my account's contacts?
Yes. Sales agents can upload documents to the contacts they have access to. Access to each contact is determined by the account's configuration.
What is the search bar for in documents?
It lets you quickly find a specific document when a record has many attached files. You can search by file name, label, description or the name of the user who uploaded it. You can also filter by file type (PDF, images, Word or Excel).