Skip to content
English - United States
Submit a Ticket My Tickets
Email Ark Support
  • There are no suggestions because the search field is empty.

How to Upload, Tag, and Manage Documents in ark

This guide walks you through uploading documents to ark, tagging them to the correct investors and funds, managing folders, and publishing files for LP visibility. You’ll also learn how to rename files, update document tags, and use tools like archiving and PDF permissions for full control.

Note: For archiving guidance, refer to How to Archive Documents in ark. For PDF-specific controls, see How to Set Permissions on PDF Documents in ark.

Jump to a Section

What You’ll Learn

By the end of this guide, you’ll be able to:

  • Upload and tag documents using UUID or name-based formats

  • Organize documents using folders and subfolders

  • Edit file names and tag files to investors, funds, and quarters

  • Publish documents for LP visibility

  • Reference archiving and PDF permission tools for further control

Who Can Use This Feature

  • Basic Admin users

  • Ark Client Admin users

Step-by-Step: Managing Folders and Subfolders

1. Create New Folders

  • Click + New Folder in the Documents tab

  • Name the folder and set role-based access permissions

  • Enable or disable watermarking per folder

2. Edit Existing Folders

  • Right-click a folder to rename or reorder

  • Use the checkbox and Actions menu to delete or move folders

3. Add Subfolders

  • Navigate into a main folder and click + Add New > Subfolder

  • Subfolders inherit permissions from their parent folder

Step-by-Step: Uploading & Tagging Files

1. Upload Files

  1. Go to the Documents tab

  2. Enter the appropriate folder or subfolder

  3. Click + Add New > Upload Files

  4. Choose to upload individually or in bulk

2. Auto-Tag Files Using File Names or UUIDs

Rename your files before upload using either format:

  • Investor Name – Fund Name – YYYY QQ – File Name

  • Investor UUID – Fund UUID – YYYY QQ – File Name

To assist with accurate tagging:

  • Use filters in the Investor or Fund tabs to list the records you want to tag files to

  • Select them and click Export from the bulk action tool in the top right corner

  • In the exported file, you'll find the full name of each fund/investor and their corresponding UUIDs

This information ensures your filenames or UUIDs match exactly during the auto-tagging process.

Then:

  • Select the correct format during upload (name or UUID)

  • Confirm your files are successfully tagged


3. Manually Tag Files

After upload, you can manually tag or re-tag documents to:

  • Investors

  • Funds

  • Reporting periods (quarters)

To control archive behavior, refer to How to Archive Documents in ark.


Step-by-Step: Publishing, Renaming & Editing Files

1. Publish Files

  • Use the Published / Unpublished toggle to control LP visibility

  • Or select multiple files and use Bulk Action > Publish

2. Rename and Retag Files

  • Right-click a file to rename it

  • Use dropdowns in the file list to update investor, fund, and period tags

3. Update Settings in Bulk

  • Select multiple documents

  • Click Bulk Edit to make updates to:

    • Archive settings

    • PDF permissions

For print, copy, and download permissions on PDFs, see How to Set Permissions on PDF Documents in ark.

Supported File Types & Sizes

Supported File Types

Ark supports a broad range of formats, including:

  • Documents
    • .doc, .docx, .docm, .dotx, .dotm, .rtf, .txt, .msg, .pdf
  • Spreadsheets
    • .xls, .xlsx, .xlsm, .xlt, .xltx, .xltm, .xlam, .csv
  • Presentations
    • .ppt, .pptx, .pptm, .pot, .potx, .ppsm, .ppsx, .ppam
  • Images
    • .png, .jpg, .jpeg, .gif, .tif, .tiff
  • Video / Audio / Multimedia
    • .mp4, .m4v, .m4a, .3gp, .3g2, .mpeg-4, .quicktime, .xmf
  • Web / Markup
    • .html, .xhtml
  • Compressed

    • .zip

File Size

You can upload files up to 1GB. For best performance, especially on slower connections, aim for files under 500MB.

Tips & Best Practices

  • Use UUID tagging when precision is important

  • Check published status before assuming a document is LP-visible

  • Bulk actions save time—especially for publishing, tagging, or permission changes

  • Use impersonation to preview how documents appear to LPs

FAQ

Q: Can one file be shared across all investors in a fund?
A: Yes. Upload once and tag to the fund and associated investors.

Q: Are files live immediately after upload?
A: No. Files must be published and permissioned before LPs can see them.

Q: Do file names have to be unique?
A: No, but using clear naming conventions is strongly recommended to avoid confusion.

Next Steps

 

If you have any questions, reach out to us at support@arkpes.com - we're here to help!