Managing your equity-related documents efficiently is a key part of maintaining good corporate governance. Ledgy provides a comprehensive document management system and virtual data room that allows you to upload, share, and attach documents to specific transactions. This effectively gives you a fully auditable, transaction-based ledger including legal documents attached to each event. This guide walks you through the various ways to handle documents within the Ledgy platform.
Document Upload Methods
There are two primary methods for uploading documents to Ledgy:
Uploading to the Data Room
Uploading directly to transactions
1. Uploading Documents to the Data Room
The Data Room (see below) serves as your central document repository within Ledgy and should be your first stop for document uploads.
When to use the Data Room:
To store important equity documents in a single source of truth
To share documents with stakeholders (individually or with company updates)
To organize documents before attaching them to transactions
To maintain a comprehensive document library for:
Convertible loan agreements
Grant, exercise, settlement and termination letters.
Option pool creation documents
Shareholder agreements
Board resolutions
Other equity-related documentation
How to upload to the Data Room:
Navigate to Documents → Data Room in the main navigation
Click the Upload button
Either select files from your device or drag and drop them into the upload area
Multiple documents can be uploaded simultaneously
2. Uploading Documents Directly to Transactions
For efficiency, you can also upload documents directly when working with specific transactions.
When to upload directly to transactions:
When you need to attach documentation to a specific equity event
When you're in the middle of recording a transaction and have the relevant document at hand
How to upload to a transaction:
Go to Ownership → Transactions in the main navigation
Locate the relevant transaction using the search bar
Hover over the transaction and click the three-dot menu on the right side
Select Edit
Scroll to the Documents & signatures section
Click Upload and select the document from your device
Click Save to complete the process
Using existing Data Room documents:
If you've already uploaded the document to the Data Room, you can attach it to a transaction without re-uploading:
Follow steps 1-5 above
Click Select from documents
Select the document from your Data Room
Click Save
Sharing Documents with Stakeholders
Once documents are uploaded to the Data Room, you can easily share them with stakeholders.
How to share documents:
In the Data Room, hover over the document you wish to share
Click the checkbox on the left hand side of the respective document
Select Share
Choose the stakeholder(s) from the dropdown menu
You can select individual stakeholders or groups
The document will be made available to selected stakeholders on their Ledgy dashboard.
Please be reminded that this only works if the stakeholders has already been invited to Ledgy and has access to their dashboard.
Preparing Documents for Signature
Ledgy seamlessly integrates document sharing with electronic signature capabilities.
To request signatures on transaction documents:
After attaching a document to a transaction, hover over the transaction
Click the three-dot menu
Select Prepare document for signature
The document will be available on the Signatures page, ready to be sent for signature
To request signatures directly from the Data Room:
Hover over the document in the Data Room
Click the checkbox of the respective document
Select sign (see below screenshot)
Follow the signature request process to select signatories and send the request
Best Practices for Document Management
Consistent naming conventions: Establish a clear naming pattern for all documents
Complete metadata: Add relevant tags and descriptions to improve searchability
Regular organisation: Periodically review and organize your Data Room
Secure sharing: Only share documents with stakeholders who need access
Version control: When uploading new versions of documents, consider adding version numbers to filenames
Document Access Control
When you share documents with stakeholders through Ledgy:
Stakeholders can only view documents that have been explicitly shared with them
They cannot download or share documents unless specific permissions are granted
By following these document management practices in Ledgy, you'll create a secure, organized repository of all your equity-related documentation that supports good governance and simplifies stakeholder communication.