Uploading and Managing Agreement Documents

Cayuse Agreements stores documents directly on the agreement record, keeping executed contracts, term sheets, correspondence, and supporting files in one place. This article explains how to upload, view, and manage those documents.

Navigating to the Documents Section

1. Open the agreement record.
2. Locate the Documents section (sometimes labeled "Uploads" or "Attachments") within the agreement detail view. It may appear as a tab or a panel depending on your institution's layout.
3. Any previously uploaded files will be listed here with their names and upload dates.

Supported File Types

Cayuse Agreements generally supports common document formats, including:

• PDF (.pdf) — recommended for executed agreements and formal documents
• Microsoft Word (.doc, .docx)
• Microsoft Excel (.xls, .xlsx)
• Plain text (.txt)
• Image files (.jpg, .png, .tif) — for scanned documents

Check with your administrator if you need to upload a file type not listed here, as accepted formats may be configured at the institutional level.

Uploading a Document

1. In the Documents section, click Upload (or Add Document, Attach File, or the equivalent).

   

2. Documents can be Edited, Deleted, or Exported.

The file will appear in the Documents list with its name, description, and upload timestamp.

Adding a Description or Label

Descriptions are optional but strongly recommended. A clear label tells colleagues what they are downloading without having to open the file. Good descriptions include:

• The document type (draft, executed, exhibit, amendment)
• The version or date, if relevant
• The source (for example, "Received from counsel" or "Final version sent to counterpart")

Viewing and Downloading Documents

1. In the Documents section, locate the file you want to view.
2. Click the file name or the Download icon to download it to your computer.
3. Open the file using the appropriate application on your device.

Cayuse does not have a built-in document viewer for most file types — you will open files in your local applications after downloading.

Replacing or Removing a Document

To remove a document:

1. Locate the file in the Documents section.
2. Click the Delete or Remove option (often a trash icon or an action menu item).
3. Confirm the deletion. Note that deletion is typically permanent — the file will not be recoverable from within Cayuse.

There is generally no "replace" function. If you have a newer version of a document, upload it as a new file and either remove the outdated version or update its description to indicate it is superseded.

Best Practices

Naming conventions: Before uploading, rename files to follow your office's naming convention. Descriptive file names are more useful than system-generated names like "scan0023.pdf." A format such as YYYY-MM-DD_AgreementType_Counterpart_Version.pdf works well for most offices.

Which version to upload: As a general rule, always upload the executed (fully signed) version of an agreement as the primary file. Keep drafts and redlines only if they are needed for the record — clearly label them as drafts so they are not confused with the executed version.

File size: Very large files (such as high-resolution scans) may take longer to upload. Where possible, optimize PDFs before uploading to reduce file size without losing legibility.  The maximum file size limit is 75 MB.

Sensitive documents: Cayuse Agreements is an internal administrative system with access controls, but follow your institution's data handling policies when uploading documents that contain confidential information, personal data, or export-controlled material.