BoardPro's Governance Repository
Folders
Is there a limit to the number of folders and subfolders I can create?
No. There is no limit to the number of folders you can create or how many levels of subfolders you can use to organise your Governance Documents.
Is there a search function for the Governance Documents?
Yes. Use the search box in the top-right corner of the page. Enter a keyword, then press Enter to search.
Who can access the documents?
Access to Governance Documents is determined by each user's access level. Documents stored in Board Only folders can only be accessed by Board Members and the Board Secretary.
Administrators and Chairs can only access those folders if they are also Board Members.
For more information about user access, see Roles and Permissions
What are restricted folders?
Restricted folders, or Board-Only folders, are only visible to board members. They are managed by the Board Secretary or Chair. Within a committee, these folders can also be designated as Committee Only folders.
Only users who are members of the board or committee can view or manage these folders. Users who are not board or committee members cannot access them.
Can I restrict documents to individual people?
No. Individual document permissions are not currently supported.
As mentioned above, there is an option to store documents in a Board-Only or Committee-Only folder. Only members of the relevant board or committee can view documents in these folders.
Documents stored in other folders can be viewed by users with permission to access Governance Documents, except users with Executive/Guest access.
If a user needs access to both board and committee documents, they must be a member of both the board and the committee. Committee membership is managed independently, so access to one committee does not grant access to another.
To check who has access to Governance Documents, review the People list in your BoardPro account.
* Have feedback? If you'd like to see individual document permissions in BoardPro, we'd love to hear from you. Use the Feedback button in BoardPro to share your ideas. Your feedback helps our Product team understand which enhancements would bring the most value to our customers.
Document Security
How secure are documents hosted in BoardPro?
Governance Documents stored in BoardPro are protected by multiple layers of security:
Secure data centres – Your documents are hosted in world-class data centres.
Encryption at rest – Documents are encrypted using 256-bit AES encryption while stored.
Encryption in transit – Documents are transferred securely between your device, BoardPro, and the document repository using HTTPS.
Role-based access – Only authenticated users in your BoardPro account who have permission to access a document can view it.
For more information on BoardPro Security, see: https://www.boardpro.com/security
Documents
What types of files/documents can be uploaded?
BoardPro will accept most common file types that a governance board would use. Accepted file types: .csv, .doc, .docm, .docx, .dot, .dotm, .dotx, .em, .gif, .jpg, .jpeg, .msg, odp, .ods, .odt,.pdf, .png, potm, .potx, pps, ppsm, .ppt, .pptm .pptx, .rtf, twbx, .txt, .xls, .xlsb, .xlsm, .xlsx, .xlt and .xltx
How big can a file be?
BoardPro will accept files up to 50MB in size.
Accepted File Names
When naming files, ensure they only contain the following characters:
Letters: a-z, A-Z
Numbers: 0-9
Special Characters: hyphens (-), underscores (_), spaces, dots (.), parentheses (()), ampersand (&), and macrons.
Avoid HTML-like characters (e.g., <, >, &), these will be replaced with an underscore (_) during upload.
Important Notes:
File names cannot begin or end with a dot (e.g.,
.hiddenFileorfile.).Files with restricted characters from previous uploads will remain, but future uploads or renames using these characters are not allowed.
Who can access the documents?
Access to documents is determined by the access level granted to each user.
Board Members (those with a tick on the People List page), Chairs, and the Board Secretary can access documents within Board Only Folders. To learn more, please read the article on Roles and Permissions.
How many files can I upload at a time?
For the best upload performance, we recommend uploading around 10 documents at a time. Upload speed can vary depending on the number of documents being uploaded and their file sizes.
How many documents can we store in BoardPro in total?
At this time, we don't have any limits on the total number of documents or the total GB (Gigabyte) size of your repository. Fair use terms apply.
Can documents be downloaded?
Yes, it is enabled by default. However, you can turn off this setting. For more details, please review the Document Downloading and Printing Policy.
Why is my document taking a long time to upload or open?
Document upload and opening times can vary depending on several factors, including:
The number of documents being opened or uploaded simultaneously.
The size of the document or documents.
Your internet connection, location, and whether you're using Wi-Fi or a wired (Ethernet) connection.
Most documents upload within a few seconds. If uploading or opening a document is taking significantly longer than expected, check the factors above. If the issue continues, contact our Customer Success team for assistance.
Can I share documents between a board and a committee?
Each BoardPro account has its own People list, so Governance Documents cannot be shared directly between accounts.
If someone needs access to documents in both a board and committee account, add them to the People list in each account with the appropriate access level.
Alternatively, you can download the documents from one account and upload them to the other account.
Please let us know if you have any questions. You can reach us via the Support button or email support@boardpro.com.