Documents
Receipts, appraisals, certificates, provenance, policies and reports — attached to assets or kept in the library, with dates, issuers and expiry.
Documents are the evidence behind a record. Assets → Documents is the library; each asset's page shows the documents attached to it and what the category still expects.
Document types
| Type | Used for |
|---|---|
| Receipt / Invoice | What you paid, and to whom |
| Appraisal | A valuation by a named appraiser on a date — the strongest evidence Portfolio recognises |
| Certificate | Manufacturer, laboratory or mint certificates |
| Authentication | A third party's opinion that the object is what it claims to be |
| Provenance | Ownership history, letters, catalogue entries |
| Insurance policy | The policy or schedule that covers the asset |
| Grading report | Coins, cards, stamps |
| Condition report | A dated statement of condition, often with photographs |
| Restoration record | What was done, by whom, when |
| Warranty | Watches, instruments, equipment |
| Title / deed | Vehicles and property |
| Customs declaration | Antiquities and anything that has crossed a border |
| Photo | Reference photographs kept as documents rather than as the asset's images |
| Other | Anything else, with your own description |
Each document carries a date, an issuer and, where it applies, an expiry — a certificate of insurance, an export permit. Expiring documents raise an alert if you have that alert on.
Adding documents
- From an asset page: Upload, or drag the file onto the page.
- From the library: Upload, then choose which asset (or none — a will, a trust agreement) and the type.
- From a phone: Capture's Document mode flattens and crops a page for you.
- In bulk: the files you attach in Bulk add become documents on the assets they describe.
Any file type is accepted; PDFs and images preview in place.
Estate instructions
The library's left rail also lists Estate instructions — the written wishes recorded in Estate → Plan → Instructions. They are not files, so they cannot be uploaded, moved or deleted here; each row shows what the instruction covers, whether it is a preference or reflected in a will, trust agreement or letter, and opens the plan. They sit here so that an executor looking for the paperwork finds the wishes next to it.
Folders
The library can be organised into folders of your own. A folder cannot be deleted while a document in it is attached to an asset — the asset's evidence wins.
What "complete" means
Every category has a list of the documents a specialist would expect — provenance and a certificate for fine art, a grading report for coins, box and papers for a watch. The asset page shows what is missing; the Estate readiness score's Documentation component is the share of assets that have what their category requires; and an auction submission shows the gaps before you send anything. See Readiness.
Privacy
Documents are stored in private storage that only members of the account can reach, at the visibility you set per member (documents can be withheld from a role). A document never appears in a share link unless you include it.