Document Library

The Document Library is where you upload files, organize them into categories, control who can access them, and make them available on your website. It supports common document, image, audio, video, and ZIP file types up to 10MB each.

Creating or editing a document

Go to Documents under Site Builder.
Click Create or open an existing document.
Enter the Name — this is what members see.
Review the Slug (used for direct links — keep it stable if you regularly replace the file with a newer version).
Upload the File.
Set the Published Date (required — used for sorting and display).
Assign at least one Document Category.
Set Permissions to control who can download the file.
Make sure Active is on.
Save.

Sort Order is optional — leave it at 0 for most documents. Use a non-zero value only when you want to pin specific documents above the default date-based sorting.

Admin Notes are internal only and don't appear on the website.

Access icons

The index shows a color-coded icon for each document:

Gray — public
Green — member-only
Orange — specific roles (Board, custom roles)
Red — admin/task-role only

Red (restricted) documents don't appear in front-end document listings at all — they're only accessible through the portal or direct links. Content Manager access is always preserved. Lapsed members can only access public documents.

How documents are sorted

Documents within a category sort by:

Non-zero Sort Order values first (lowest number on top)
Published Date (newest first)
Name (alphabetically)

Leave Sort Order at 0 for most documents and use it only when you need a few items pinned at the top.

Replacing a document with a newer version

When a document gets updated — like a revised set of bylaws — you don't need to create a new entry. Open the existing document record, upload the new file in place of the old one, and update the Published Date. The slug stays the same, so any existing links or bookmarks members have will automatically point to the new version.

Displaying documents on the website

On a page: Add a Documents Section to any page. You can filter by specific categories or leave the filter blank to show everything.

Direct links: Every document has a permanent URL based on its slug: /document/[slug]. Access rules still apply — visitors without the right permissions can't download the file. If you regularly replace a document (like quarterly meeting minutes), keep the same slug so the link stays valid.

Tips

Use clear names so members can tell which file is current.
Make renewal forms or rejoin materials public if lapsed members need to reach them.
Build category structure only when it helps navigation — a simpler list is often easier to maintain.
Review older files regularly so outdated documents don't stay active longer than intended.