Attach documents to a copy
Receipts, appraisals, certificates, policies: a well documented copy trails paperwork. KolleK stores that paperwork on the copy itself, or better, on the exact record it belongs to, so the receipt lives with its transaction and the certificate with its authentication event.
Where a document can attach
A document attaches either to the copy itself or to any one of its history records:
- a transaction (a receipt or invoice)
- a valuation (the written appraisal)
- an insurance record (the policy schedule)
- a loan (the signed loan agreement)
- a maintenance record (the service invoice, before and after photos)
- a provenance event (a certificate, an archive extract)
Attach to the most specific place. A receipt attached to its purchase transaction is self explaining; the same file attached loosely to the copy makes future you guess. Use the copy itself for paperwork that does not belong to one record, such as a general condition photo set.
File or link
A document is either an uploaded file or an external link.
Uploads accept PDFs, common image formats (including HEIC photos from a phone), Word and Excel files, CSV, and plain text, up to 12 MB per file. Stored files are private: they are served only to signed in members of your account, never from a public address.
An external link points at something that lives elsewhere, such as an auction listing or a manufacturer's archive entry. KolleK stores the address, not a copy of the page.
A linked page can change or disappear, and KolleK keeps only the address. For anything you cannot afford to lose, download it and upload the file instead.
Attach a document
Priya attaches the auction receipt for her 1968 Omega Speedmaster to its purchase transaction.
Open the item, go to its History tab, select the copy, and open the Documents section.
::screenshot{label="History tab with the Documents section open"}
Add a document and choose its home: the copy itself, or one of its records. Priya picks the purchase transaction.
Upload the file, or paste an external link instead.
Pick a document type, give it a name ("Auction receipt, Fine Time Auctions"), and optionally a description, the issued date, and a reference number. Save it.
Document types
The type makes a pile of paperwork scannable: Receipt, Invoice, Certificate, Appraisal, Insurance, Photograph, Condition report, Restoration report, Catalogue, Correspondence, Ownership record, Authenticity record, and Other.
Documents are not photos of the item. Pictures that show what an item looks like belong in its photo gallery (see Add photos to an item). A photograph attached as a document is evidence, such as a dated condition photo tied to a loan.
Where to next
- See documents interleaved with everything else in Read the copy timeline.
- Attach receipts where money is recorded, in Record what you paid and what it is worth.
- Keep certificates with the events they prove, in Trace a copy's provenance.