Entity Documents
This article explains how document attachments work on entities so that you can keep an entity's supporting paperwork alongside its data.
What Are Entity Documents?
Every entity can hold documents — the underlying paperwork that supports the structure. They live in the Entity files & links section of the entity's page, so the constitution, deed, or ID sits next to the entity it belongs to rather than in a separate filing system.
A document can be attached in two ways:
- Upload a file — the file is stored securely inside StructureGram.
- Add a link — you save a URL to a document that lives somewhere else, such as SharePoint, Google Drive, or a document management system. StructureGram stores only the link; the file itself stays where it is, and opening it uses whatever access controls that system applies.
Both kinds appear together in the same list and can be given the same document types and descriptions. Links open in a new tab.
Not the same as Custom Links. Custom Links are labelled connector lines between entities on a diagram. The links described here are URL bookmarks to external documents.
Documents are available for individuals, companies, trusts, SMSFs and partnerships, and for assets and liabilities via their Edit dialog.
An entity carrying documents also shows a paperclip marker on ownership diagrams. You can open a file or link straight from the canvas, or select the entity and manage its documents in the diagram inspector — see Files and Links on Diagrams.
Entity documents remain separate from documents attached to the entity's relationships. On an entity page, Related relationship files & links lists those relationship-owned items with the relationship and other entity named, so their ownership is clear without mixing them into the entity's own files.
Document Types
Every document — uploaded or linked — carries a document type, and the type picker is context-sensitive: each kind of entity offers the documents that actually belong to it, with the most likely one pre-selected.
- Individuals — identification, will, power of attorney, power of guardianship, financial agreement (BFA), tax return, financial statements
- Companies — constitution, ASIC extract, certificate of registration, resolutions/minutes, tax return, financial statements
- Trusts — trust deed, deed of variation, deed of appointment, vesting deed, resolutions, tax return, financial statements
- SMSFs — SMSF deed, deed of variation, investment strategy, actuarial certificate, audit report, tax return, financial statements
- Partnerships — partnership agreement, deed of variation, tax return, financial statements
- Assets — title details, purchase contract, valuation, insurance document
- Liabilities — loan agreement, security deed
Every context also offers Legal agreement and/or Other, so nothing is unclassifiable, and you can change a document's type later from Edit details. The type is organisational today — it doesn't change how the file is stored or who can see it — but it lays the groundwork for type-aware features (extraction, reminders, automation) later.
Supported Files
- Formats: PDF, Word (
.doc,.docx), plain text (.txt) and Markdown (.md). - Size: up to 25 MB per file.
Link Rules
- Links must start with
https://(orhttp://for internal systems). - StructureGram never fetches or copies the linked document — it stores the URL exactly as you entered it. If the document moves, edit the link's URL from its Edit details action.
- Because the file stays in the external system, whoever follows the link needs access in that system; StructureGram permissions control only who can see and manage the link itself.
Documents from ASIC Imports
When you import company data from ASIC, the ASIC extract for that company can be attached to the entity automatically as an ASIC extract document. You'll see it in the Files section without having to upload it yourself. See Importing ASIC Shareholdings.
Privacy and Access
Uploaded documents are stored privately. They're only reachable through the app — downloads are streamed to people who can view the entity — so a file is never exposed by a public link. Uploading, renaming, replacing and deleting documents (and adding, editing or removing links) requires permission to manage the entity.