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Setting Up a Document Repository

Setting Up a Document Repository

Use the Documents feature to store and share your community's records — rules and regulations, financial documents, photos, and more. You can organize files into folders, restrict who can view them, and let members download them from your website.

How to Create a Folder

Search terms: new folder, create folder, add subfolder

  1. In the Admin Dashboard, open the Features tab, then click Documents.
  2. Click New Folder to open the Create New Folder window.
  3. Name the folder to reflect what you'll store in it, then click Create.
  4. To add a subfolder inside a folder you've created, click New Subfolder.

 How to Control Who Can View a Folder

Search terms: restrict access, private folder, folder visibility, committee-only documents, tags

By default, all folders and subfolders are visible to every community member. You can instead restrict a folder to:

  • A specific committee, or
  • Members with a specific manually assigned tag

To restrict a folder:

  1. Click the folder to select it.
  2. Click Settings in the upper right corner of the Documents window to open Edit Folder.
  3. Uncheck "Viewable By All Members".
  4. Select the tags that should have access.
  5. You can also rename the folder here if needed.

To hide the entire Documents page from anyone not logged in: go to Site Setup and turn on "Hide If Not Logged In" for that page.

 How to Upload a Document

Search terms: upload file, add document, upload multiple files

  1. Open the folder where you want to add the file.
  2. Click Upload.
  3. Click Browse to select your file.
  4. Click Upload to finish.

Tip: To upload multiple files at once, hold Command (Mac) or Control (PC) while selecting files. You can also assign access-restricting tags to individual files within the Upload window, the same way you can for folders.

 How to Give Members Access on the Website

Search terms: documents page, website page for documents

Add a Documents-templated page to your website so members can browse folders and files.

 How to Download Documents

Search terms: download file, bulk download, save document

  • Single file: Click the file name, or click the Download icon in the Actions column.
  • Multiple files at once: Click Bulk Download, check the files you want, then click Download.