---
title: How to Upload, Tag, and Manage Documents in ark
description: Learn how to upload, tag, organize, and publish documents in Ark, including using UUIDs, managing folders, and applying archive or PDF permission settings.
---

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# 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](https://connect.arkpes.com/knowledge/how-to-archive-documents-in-ark?hsLang=en-us). For PDF-specific controls, see [How to Set Permissions on PDF Documents in ark](https://connect.arkpes.com/knowledge/how-to-set-permissions-on-pdf-documents-in-ark?hsLang=en-us).

---

#### **Jump to a Section**

- [What You’ll Learn](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#what)
- [Who Can Use This Feature](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#who)
- [Step-by-Step: Managing Folders and Subfolders](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#step1)
- [Step-by-Step: Uploading & Tagging Files](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#step2)
- [Step-by-Step: Publishing, Renaming & Editing Files](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#step3)
- [Supported File Types & Sizes](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#supported)
- [Tips & Best Practices](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#tips)
- [FAQ](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#faq)
- [Next Steps](https://connect.arkpes.com/knowledge/how-to-upload-tag-and-manage-documents-in-ark#next)

---

#### **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**

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/1f5c4582fee04ee981450c169d3e83aa?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="640" height="400" frameborder="0" allowfullscreen></iframe>

###### 1. Create New Folders

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/89567329dcfc4ed88f8d51edf53e833e?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="640" height="400" frameborder="0" allowfullscreen></iframe>

- 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

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/553c9fe545444ede9077722d78326c2c?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="640" height="400" frameborder="0" allowfullscreen></iframe>

- 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**

<iframe loading="lazy" class="sl-demo" src="https://app.storylane.io/demo/cjo6eq5esiqk?embed=inline" name="sl-embed" allow="fullscreen" allowfullscreen style="position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;"></iframe>

###### 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

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/10b7a217004b4fde876a5bb272336d01?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true%0A" width="640" height="400" frameborder="0" allowfullscreen></iframe>

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

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/e21c7aeacd264802a228f6cfba314556?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="640" height="400" frameborder="0" allowfullscreen></iframe>

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](https://connect.arkpes.com/knowledge/how-to-archive-documents-in-ark?hsLang=en-us).

---

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

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/5b88fffb8b29426db876a5822e76e72c?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="640" height="400" frameborder="0" allowfullscreen></iframe>

###### 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](https://connect.arkpes.com/knowledge/how-to-set-permissions-on-pdf-documents-in-ark?hsLang=en-us).

---

#### **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**

- Learn how to archive files over time in [How to Archive Documents in ark](https://connect.arkpes.com/knowledge/how-to-archive-documents-in-ark?hsLang=en-us)
- Manage LP access rights in [How to Set Permissions on PDF Documents in ark](https://connect.arkpes.com/knowledge/how-to-set-permissions-on-pdf-documents-in-ark?hsLang=en-us)
- Use the **Upload History** page to track upload success

 

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