Open, reply to, and download a shared document

Use this page when an agency manages your property and has invited you to a specific shared document. It covers your own read, reply, attachment, and download path; it does not include creating documents, choosing participants, or changing related objects.

Understand what gives you access#

For the standard managed-owner path, your account needs the Property owner role, the required read permission, and explicit authorization for that document. The agency normally grants the document authorization by adding your user as an individual participant.

A property or reservation shown under Related objects provides context but does not grant access by itself. Likewise, being authorized for a property does not automatically make every shared document about it visible.

The detail view can show participant and related-object names even when your role is read-only. Use them only to confirm context. If a person, property, or reservation is unfamiliar, stop viewing the document and notify the agency.

Open the correct document#

1. Sign in with your own account and confirm the active team is the agency that invited you.
2. Open Shared Documents, or follow the notification received from that agency.
3. Open the document and check its title, creator, description, and related property or reservation before reading files.
4. If the context does not match one of your properties, stop. Do not open attachments; tell the agency the document ID and that it appears unrelated.

Seeing the team but not the document usually means the invitation is complete but the agency has not added you as a participant, or your document authorization is no longer active. Ask for access to that specific document rather than for a broader role.

Read and reply in the same context#

1. Open Messages and read the latest request and earlier context.
2. Write a concise reply that identifies the decision, question, or missing item.
3. Send the reply once and wait for it to appear in the conversation.
4. If the agency asks for evidence, attach only the minimum necessary file. A message accepts up to 10 attachments; supported shared-document files include common images, PDF, Word, spreadsheet, text, CSV, and ZIP files, with a configured limit of 50 MB per file.

Do not put passwords, verification codes, full identity documents, or complete bank details in a message. Do not use a ZIP to include material that the agency did not request.

Download a file#

1. Open Files.
2. Check the filename, type, date, and conversation context.
3. Select Download only for the file you need.
4. Recheck the downloaded file before storing it, and keep it on a private device in accordance with the agency's document policy.

The download endpoint rechecks your active team, conversation read permission, and resource authorization. A link that worked previously can therefore stop working after access is removed.

Download several authorized files#

From the Shared Documents list, select only the visible documents you need and choose Download All Files. Holidario prepares a background batch and, when it finishes, exposes a ZIP in the batch files.

The ZIP contains authorized message attachments only. It does not export the document description, participant list, or message history. If the selected documents contain no authorized attachments, the batch can finish without a ZIP.

Know what you cannot change#

The managed property-owner role can read an authorized document and reply in its conversation. It does not include permission to create or edit the document, add or remove participants, or add or remove related objects. If one of those controls is absent, ask the agency to perform the change; do not request administrator access.

Resolve common states safely#

• Document absent from the list: confirm the active team and clear filters, then ask the agency to verify your individual participation in that document.
• Access denied or file returns 403: give the agency the document ID or filename and ask it to review your role, team, and current resource authorization.
• Messages visible but reply unavailable: confirm that you are an individual conversation participant; do not start a separate discussion to bypass the missing control.
• Attachment rejected: check the type, 50 MB per-file limit, and maximum of 10 files; never rename an extension to force an upload.
• Batch remains queued: wait for completion instead of launching duplicate downloads.
• Wrong property or person appears: stop viewing, do not download or capture the content, and notify the agency immediately.

Expected result#

You can identify why the document was shared, answer the agency inside the same authorized conversation, and download only the necessary attachments without gaining agency administration access.