Overview

Documents lets you manage files at the district or council level and keep track of the paperwork your units submit. This is your digital filing cabinet for compliance-related items like financial reports, tax filings, and insurance forms.

By keeping documents in one place, you can see what each unit has turned in and follow up with anyone who still owes something. It helps your group stay compliant without the stress of chasing paper.

Viewing Your Documents

1. Go to your district or council dashboard.
2. Click Documents in the navigation bar under your organization’s name.
3. The list shows each document along with its term, status, and who submitted it.
4. Click any document to open it and view the attached files.

The Documents page holds your own district or council documents. To see everything your units have submitted in one combined list, use the Documents tab in the Directory.

Narrowing the list

At the top of the Documents page you have two filters to help you find what you need:

• Fiscal Year — show documents from a specific term (for example, a particular school year).
• Document Type — show only one type of document.

You can use either filter on its own or both together, and they stick for about an hour.

Bylaws and other documents that don’t expire

Bylaws, standing rules, and other documents that stay in force from year to year aren’t tied to a single term. They show All Years and appear under every Fiscal Year filter. Each one shows a date after its name, such as Bylaws (April 15, 2026) or Bylaws (2023 - 2024), so you can tell which version is current without opening the file. The same dated names appear on the Directory’s Documents tab. See Documents in the Units section for what each date means.

Uploading a Document

To add a district or council document of your own:

1. On the Documents page, click Upload Document.
2. Choose the document type and click Next.
3. Confirm the term. Bylaws and other documents that don’t expire skip this step.
4. Attach your file and save.

Each file must be 25MB or smaller. These documents become part of your own records with the status Uploaded. You can also add more files to a document later from its detail page using Add Files.

Reviewing and Approving Unit Submissions

This is the part many reviewers miss: not every document a unit adds comes to you for review. It depends on how the unit added it.

Documents submitted from a task

Your state PTA decides which document types are collected through tasks. When a unit has one of these tasks, it clicks Submit Document on the task (or Submit for Review at the end of a guided process, such as bylaws). That submission is routed to you as a task. You approve or reject it from that task, not from the document page itself.

1. Open your Tasks list (or My Tasks in the sidebar) to see submissions waiting for your review.
2. Click the task for the submission you want to review.
3. Review the attached document and any details on the task.
4. Click Approve to accept it, or Reject to send it back.
5. If you reject it, add a reason in the comments so the unit knows exactly what to fix.

The unit is notified of your decision. If you rejected the submission, the unit can make corrections and submit it again.

Tip: A document that was submitted from a task shows a View Activity button on its detail page. That takes you to the task where the Approve and Reject buttons live.

If review tasks aren’t reaching you at all, check your Team page — routing steps match on the Role label there, and a task skips any level with nobody assigned.

Documents a unit uploads on its own

A unit can also add a document by clicking Upload Document on its own Documents page. These documents:

• Are saved with the status Uploaded.
• Don’t create a task and aren’t sent to anyone for review, so they never show up in your Tasks.
• Don’t have a View Activity button.

To keep track of these:

• Use the Documents tab in the Directory to see your units’ documents in one list.
• Use the Missing Document Report to see which units still have no document of a given type for a term. An uploaded document counts as turned in.

Which document types come in as review tasks is set up by your state PTA. A district or council can’t turn on review for a document type. If you think a type should be reviewed, contact your state PTA.

Deleting a Document

To delete a document, open it and click Delete at the top of the page. You’ll only see the button if you can make changes for that unit or organization. View-only access doesn’t show it.

Who can delete a document depends on how it got there. These rules cover your own documents and your units’:

• Uploaded documents, including ones attached to a task: council, district, and state officers can delete them at any time. Unit members can only delete their unit’s documents within 3 days of uploading, so a unit may ask you to remove one.
• Imported documents (status Imported, brought over from a previous system): only district or state officers can delete these. At the council level, the button is greyed out with the note “Contact your district admin to delete this document.”
• Documents made through the guided process (such as bylaws): only FutureFund support can delete these.

If a deleted document belonged to an Approved task, that task goes back to Pending so a new document can be submitted.

For the full rules and what each greyed-out note means, see Documents in the Units section.

Good to Know

• Document Type comes from templates set up by your state PTA, so every unit submits the same kinds of documents in a consistent way. Each type carries a description (and sometimes a sample) explaining what’s expected.
• Past terms stay available — use the Fiscal Year filter to look back at submissions from earlier years for auditing or reference.
• Approvals move through any review steps your state PTA has set up, so a submission may pass through more than one reviewer before it is fully approved.
• The Missing Document Report shows you which units still owe a particular document for a term — a faster way to chase submissions than scanning this list.

Tips

• When you reject a document, be specific in your comments about what needs to change. Clear feedback helps the unit fix it quickly the first time.
• Use the Fiscal Year and Document Type filters together to zero in on a single year and a single kind of document.
• Upload your own district or council documents promptly so your filing cabinet stays organized and easy to search.