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DocumentsUploading Documents

Uploading Documents

Learn how to upload horse documents from your computer or mobile device, organize them by type, and link them to the right horses.

Adding documents to EquineOps is quick and easy. This guide walks you through uploading documents, choosing the right document type, and linking documents to horses for easy organization.

Supported File Types

EquineOps accepts all common document formats:

  • PDF files (recommended for AI extraction)
  • Images: JPEG, PNG, HEIC, TIFF
  • Documents: Microsoft Word (.doc, .docx)
  • Maximum file size: 50 MB per file
  • Unlimited total storage

Best practice: Use PDF format for documents like Coggins tests and registration papers. PDFs provide the best results for AI extraction and are easy to view on any device.

Uploading from Your Computer

Click “Documents” in the main navigation menu, or navigate to a specific horse’s profile and click the “Documents” tab.

Click “Upload Document”

Look for the ”+ Upload Document” button in the top right corner of the page.

Select Your File

A file picker dialog will appear:

  1. Browse to the location of your document
  2. Select one or more files to upload
  3. Click “Open”

You can select multiple files at once by holding Ctrl (Windows) or Cmd (Mac) while clicking files.

Choose Document Type

Select the type of document you’re uploading:

  • Registration: Breed registry papers, USEF/USHJA cards, passports
  • Coggins: Equine infectious anemia test results
  • Veterinary: Health records, vaccination records, vet reports
  • General: Contracts, photos, training records, or anything else

AI Extraction: Choosing “Registration” or “Coggins” enables automatic data extraction. EquineOps will read the document and pull out key information like test dates, registration numbers, and more!

Select which horse this document belongs to:

  1. Click the “Horse” dropdown
  2. Type to search or scroll through your horses
  3. Select the correct horse
  4. Optional: Leave blank for organization-wide documents

Add a Description (Optional)

Add notes about the document:

  • Document purpose or contents
  • Important dates or details
  • Anything you want to remember

Click “Upload”

Click the “Upload” button to complete the process. You’ll see a progress bar while the file uploads.

Uploading from Mobile Device

Open the EquineOps Mobile App

Launch the EquineOps app on your phone or tablet.

Tap “Documents” from the main menu, or go to a horse’s profile and tap “Documents”.

Tap the Upload Button

Tap the ”+” button in the bottom right corner.

Choose Upload Method

Take Photo

  1. Tap “Camera”
  2. Position document in frame
  3. Tap the shutter button
  4. Review and confirm the photo
  5. Proceed to document details

Perfect for capturing documents on the spot!

Select Document Type and Horse

Just like on desktop:

  1. Choose the document type
  2. Select the horse
  3. Add optional description
  4. Tap “Upload”

Upload Complete

The app will show upload progress. Once complete, the document appears in the horse’s profile immediately.

Mobile tip: The camera option is perfect for quickly capturing documents right after receiving them from your vet, farrier, or registry office. No need to scan later!

Uploading a Coggins Test

Here’s a complete walkthrough for one of the most common documents you’ll upload:

Get Your Coggins Test Document

Have the physical paper or digital PDF from your veterinarian ready.

  1. Go to “Horses” in the main menu
  2. Click on the horse’s name
  3. Click the “Documents” tab

Click “Upload Document”

Click the ”+ Upload Document” button.

Select the Coggins Test File

Browse to your Coggins test document and click “Open”.

Choose “Coggins” as Document Type

In the “Document Type” dropdown, select “Coggins”.

EquineOps will automatically extract the test date, laboratory name, and test result from your Coggins test!

The Horse is Already Selected

Since you started from the horse’s profile, the horse is automatically selected. Verify it’s correct.

Add Optional Notes

You might add:

  • “Annual Coggins for 2024 show season”
  • “Required for travel to Kentucky”
  • “Expires March 2025”

Click “Upload”

The document uploads and AI extraction begins automatically.

Review Extracted Data

After upload completes:

  1. A notification shows extracted information
  2. Review the test date, lab name, and result
  3. Click “Confirm” if correct
  4. Edit any fields that need correction
  5. Click “Save”

The Coggins test is now saved and the expiration date is automatically tracked!

Document Organization Tips

Naming Conventions

Use clear, descriptive names:

Good examples:

  • “Star_Coggins_2024_Annual.pdf”
  • “Buddy_Registration_AQHA.pdf”
  • “Bella_HealthCert_Travel_Jan2024.pdf”

Avoid:

  • “IMG_1234.jpg” (not descriptive)
  • “Scan 1.pdf” (unclear content)
  • “Document.pdf” (too generic)

You can rename files before uploading, or add a clear description after uploading to keep everything organized.

Organize by Document Type

Use document types consistently:

Registration → All breed registry documents, USEF cards, passports Coggins → Only Coggins/EIA test results Veterinary → Health certificates, vaccination records, vet reports, dental records General → Everything else (contracts, training notes, photos)

Always link documents to specific horses when possible:

  • Makes finding documents easier
  • Shows all horse documents in one place
  • Allows clients to view their horse’s documents
  • Enables document-specific reminders

Add Helpful Descriptions

Good descriptions make documents easier to find:

  • Include the year: “2024 Annual Coggins”
  • Note the purpose: “Required for USEF membership”
  • Add context: “Pre-purchase exam from Smith Equine Clinic”
  • Mention expiration: “Expires December 31, 2024”

Bulk Upload Multiple Documents

Need to upload many documents at once?

Select Multiple Files

When the file picker opens:

  1. Hold Ctrl (Windows) or Cmd (Mac)
  2. Click each file you want to upload
  3. Or use Ctrl+A / Cmd+A to select all files in a folder

Upload All at Once

Click “Open” to upload all selected files.

EquineOps Processes Each File

The system:

  • Uploads files in parallel for speed
  • Shows progress for each file
  • Processes AI extraction for applicable documents
  • Notifies you when complete

Review and Confirm

After uploading:

  1. Review extracted data for each document
  2. Confirm or edit as needed
  3. Add descriptions to any documents that need them

When bulk uploading, all documents will have the same type and horse assignment. If you need different types or horses, upload files separately or edit them after upload.

Special Scenarios

Uploading Registration Papers

Prepare the Document

Have registration papers as:

  • PDF scan (best)
  • Clear photo of both sides
  • Digital file from registry

Upload and Select “Registration” Type

Follow standard upload process, selecting “Registration” as the document type.

AI Extracts Key Information

EquineOps automatically reads:

  • Registered name
  • Registration number
  • Registry type (AQHA, APHA, Thoroughbred, etc.)

Verify Extracted Data

Check that the extracted information matches the document:

  • Horse name is correct
  • Registration number is accurate
  • Registry is identified properly

Save to Horse Profile

Once confirmed, the registration information is saved to the horse’s profile and visible to staff and clients.

Uploading Health Certificates

Health certificates are common for travel and competition:

  1. Upload as “Veterinary” document type
  2. Add description: “Health certificate for travel to [location]”
  3. Note expiration date in description
  4. Link to specific horse
  5. Use for travel documentation

Uploading Contracts and Agreements

For boarding contracts, sales agreements, or leases:

  1. Upload as “General” document type
  2. Link to the client involved (if applicable)
  3. Link to the horse (for horse-specific contracts)
  4. Add description with contract type and date
  5. Note key terms or renewal dates

Uploading Training Videos

Video files work too:

  1. Upload as “General” document type
  2. Add description: “Training session - 01/15/2024”
  3. Link to horse
  4. Share with clients via portal
  5. Keep file size under 50 MB for faster uploads

After Uploading

What Happens Next

After a successful upload:

Immediate:

  • Document appears in horse’s profile
  • AI extraction processes (for Coggins/Registration)
  • Document is searchable
  • Linked clients can view (if portal enabled)

Within Minutes:

  • Extracted data reviewed and saved
  • Notifications sent to relevant parties
  • Reminders created (for expiring documents)
  • Document indexed in universal search

Accessing Uploaded Documents

Find your documents easily:

From Horse Profile:

  1. Navigate to horse’s profile
  2. Click “Documents” tab
  3. View all documents for that horse

From Documents Page:

  1. Click “Documents” in main menu
  2. Search or filter by horse, type, or date
  3. Click any document to view

From Universal Search:

  1. Use search bar at top of page
  2. Type horse name or document keywords
  3. Documents appear in search results

Sharing Documents

Share documents with others:

With Clients:

  • Enable client portal access
  • Clients automatically see their horses’ documents
  • Choose which document types clients can view

With Veterinarians:

  • Download document
  • Email directly from EquineOps
  • Generate shareable link

With Other Staff:

  • All staff see all documents
  • Add comments for collaboration
  • Assign document-related tasks

Troubleshooting

Upload Fails or Gets Stuck

If upload doesn’t complete:

  1. Check file size: Must be under 50 MB
  2. Check internet connection: Stable connection required
  3. Try again: Click upload again
  4. Compress large files: Use PDF compression tools
  5. Contact support: If problem persists

Photo Quality is Poor

If mobile photos are hard to read:

  1. Better lighting: Use bright, even lighting
  2. Steady hands: Rest phone on stable surface
  3. Fill the frame: Get close to document
  4. Avoid glare: Angle document to avoid reflections
  5. Retake if needed: Delete and re-upload better version

AI Extraction Isn’t Working

If AI doesn’t extract data:

  1. Check document type: Only works for Coggins and Registration
  2. Ensure PDF format: PDFs work best for extraction
  3. Check image quality: Document must be clear and readable
  4. Manual entry: You can always enter data manually
  5. Contact support: Send sample for AI improvement

Can’t Find Uploaded Document

If document seems missing:

  1. Check horse profile: Look in specific horse’s documents tab
  2. Use search: Search by horse name or document name
  3. Check filters: Remove any active filters
  4. Check archived horses: Document may be linked to archived horse
  5. Contact support: We can search by upload date

Wrong Document Type Selected

If you chose the wrong type:

  1. Click the document to open it
  2. Click “Edit”
  3. Change the “Document Type” dropdown
  4. Click “Save”

The document type updates immediately.

Best Practices

Upload Documents Promptly

Don’t let documents pile up:

  • Upload Coggins tests same day received
  • Add registration papers when horse arrives
  • Scan vet records after appointments
  • Photograph documents on the spot with mobile app

Use Consistent Naming

Create a naming system:

  • Include horse name
  • Include document type
  • Include year or date
  • Use underscores instead of spaces

Review Extracted Data

Always verify AI-extracted information:

  • Double-check dates
  • Verify registration numbers
  • Confirm spelling of names
  • Correct any errors before saving

Organize as You Go

Don’t skip organization steps:

  • Choose correct document type
  • Link to right horse
  • Add helpful descriptions
  • Tag important documents

Keep Originals Safe

While EquineOps is secure:

  • Keep physical originals of irreplaceable documents
  • Store in fireproof safe
  • Consider safety deposit box for critical papers
  • Have multiple backups of digital files

Next Steps

Now that you know how to upload documents:

Need Help?

Having trouble uploading documents? We’re here to help:

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