Orchestra is your home for important legal documents that govern how your company operates. Examples of these include your constitution, shareholders agreement, board resolutions and shareholder updates. Companies will also want certain documents to be accessible to different groups of stakeholders. Orchestra can facilitate all of this.
Note: When you add a document, there are no emails that are sent out to shareholders as a result. An email will only be sent out when you create a shareholder communication later.
To upload company documents, you will need to be logged in and have access as a company administrator to make any changes. Click ‘Document vault’ from your left side menu.
Documents are stored under folders, and each one of these folders is fully editable by selecting the icon under 'Actions'.
To insert folders inside of folders, select a 'Parent folder' when you 'Create folder'.
The Audience group can be selected from:
- Administrator only which will only display the folder and contents to those who have administrator access in the company, and will not show up in investors' dashboards.
- All Stakeholders & Administrators which will display the folder and contents in the dashboards of everyone who is linked to your company.
- Optionholders which will display the folder and contents in the dashboards of those people who have options in the company.
- Associates which will display the folder and contents in the dashboards of those people who have an associate holding (eg. convertible note) in the company.
- Shareholders or Members which will display the folder and contents in the dashboards of those people who have a shareholding in the company.
- If you have created custom 'Audience groups' (on the main menu under 'Administration' > 'Audience groups') then these can also be selected by name. Audience groups allow you to create a folder for a single or multiple stakeholder(s) if you wish.
How do I create folders for individual shareholders?
To create a folder for a single stakeholder, click on the 'Stakeholder folder' tab in the 'Create Folder' screen. You can search and select a stakeholder and name the folder for them.
The new stakeholder folder is added to your Document vault with access only for the stakeholder, and company administrators.
Once you've created folders, you can add and manage documents in them.
Productivity hack: To upload documents quickly, drag and drop one or more selected files straight onto the folder you want to add them to.
Or to upload a new document to the 'Document vault' click the 'Upload document' button at the top right of the page. From here, you can choose files to upload into Orchestra. You can either click to browse and upload from your local computer, or drag and drop files into the designated box.
You can give a name and description to the document, and select which folder to upload it to:
Once you have set all the parameters, click 'Upload' and your documents will be uploaded and processed through to be visible to each of your selected stakeholders in their own dashboards (there are no notifications).
Once uploaded, you are also able to edit a document and change the permissions or delete the document entirely. All changes to the documents will be recorded in the revision history.
Document Revision
If you have uploaded a document, and then notice an error that needs correcting, you can upload a revised version of your document without breaking the link from a communication.
Click the 'Edit' icon against the document you want to revise. Drag and drop the new version of your file into the document box. Click the 'Update' button.
Can I add movie or video files to my Document Vault?
Orchestra does not support the upload of very large files, such as video file formats (.MOV, .WMV, .MP4, .AVI, etc). You can upload your video file to a platform like YouTube or Vimeo and share the link via a communication instead.
What is the maximum file size I can upload?
100MB (megabytes) is the maximum file size you can upload to Orchestra and we recommend keeping your files to 10MB or smaller for ease of download by shareholders who could be using mobile data.