Document management for your HOA
The current rule. The original record. One place to find both.
Give residents a readable document library and boards a versioned record of governing documents, policies, minutes, and community guidance. Keep the audience and publication history with each document.
Crestview Meadows
Community rules
Published version 3 · Effective September 1, 2026
4.2 Exterior improvements
Submit an architectural request before starting an exterior project that requires association approval.
4.3 Supporting plans
Include the site plan and supporting materials requested by the architectural committee.
A shared folder does not tell a resident which version applies.
totalHOA turns supported uploaded documents into readable pages with a table of contents while retaining the original file. Published versions, amendments, and audience settings keep the record organized.
What you can do
The tools behind the everyday work.
Read in the browser
Residents can navigate extracted document text and headings, with the original PDF available when they need it.
One current published version
Publish a new version and preserve the previous one as an archived record. Corrections move the history forward.
Numbered amendments
Keep governing-document amendments with their change summaries and effective dates beside the document they amend.
Explicit audiences
Assign resident, board, management, or combined audiences. Visibility follows the document’s audience settings.
Search inside the record
Find relevant document content through the library and supported search surfaces instead of relying on filenames.
Write community guidance
Create documents and knowledge-base articles in the editor, including practical instructions residents can revisit.
How it works
From an incoming document to the current published record.
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Add the document
Upload a file or write community guidance in the editor.
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Set its context
Choose the category and intended audiences.
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Review and publish
Check the readable content and publish the approved version.
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Keep it current
Publish later revisions while retaining the earlier record.
Connected by the record
A published rule can do more than sit in a folder.
Eligible document sections can support a cited Nova answer or help the board identify a covenant for a violation notice. The board confirms enforcement references, and access rules still apply.
- Keep the original source available to read.
- Give residents a route from an answer to its supporting section.
- Retain the versions a future board may need to explain.
Crestview Meadows
Publication history
Community rules
| Version | Published | State |
|---|---|---|
| Version 3 | Sep 1, 2026 | Current |
| Version 2 | Jan 15, 2026 | Archived |
| Version 1 | Jun 1, 2025 | Archived |
The right view for each role
Clear for residents. Useful for the board.
For residents
- Read the documents made available to them.
- Find headings without searching a large PDF manually.
- Download the original when needed.
For boards and managers
- Maintain publication and amendment history.
- Choose the audience for each document.
- Replace outdated guidance with a new published version.
One connected platform
Keep the next step connected.
Document management FAQ
Questions boards ask.
No. Supported documents can be read in the browser with a table of contents. The original file stays available.
Yes. Documents carry explicit audiences, including residents, board, management, or combinations. Board and management access are separate.
Corrections are made by publishing another version, preserving the history rather than removing a past publication.
Yes. The document editor supports authored content, including community knowledge-base articles.
See Document management in action
See a community library that is ready to hand over.
Walk through the workflow and the records it connects in a totalHOA demonstration.