Document Library

Use the Document Library to upload files, organize them into categories, control who can open them, and display them on your website.

What you can do here

The Document Library helps you:

• upload common document, image, audio, video, and ZIP file types
• organize documents into one or more Document Categories
• control access with the Permissions section
• show documents inside a Documents Section on a page
• share a direct document link when needed

Clubistry currently uses a 10 MB global file-size limit for document uploads, and the form also shows the current limit.

Main document fields

Basic details

• Name - the title members will see
• Slug - used for the direct document link; keep this stable if you regularly replace a document with a newer version
• Published Date - required and used in sorting and front-end display
• Sort Order - optional override for pinning selected documents higher in a category

Organization and file setup

• Document Categories - required; each document must be assigned to at least one category, and a document can belong to more than one
• File - upload the current file from your computer
• Active - controls whether the document is available on the website
• Notes - internal admin notes only

Permissions

Use the Permissions section to decide who can open the document.

Helpful details:

• Content Manager access is always preserved
• the index view shows an access icon so you can spot document visibility quickly
• lapsed members can open only public documents

Understanding access icons

Document access is shown with color-coded icons.

• Gray file icon - public document
• Green lock icon - member-only document
• Orange lock icon - specific roles such as Board or selected custom roles
• Red lock icon - admin or task-role-only document in the Club Management Portal

Helpful detail:

• Red restricted documents do not appear in front-end document listings. They remain available only to authorized people through the Club Management Portal or direct access.

How documents are organized and sorted

Categories

Document Categories can be nested, so you can build a folder-style structure with parent and child categories.

Categories sort by:

1. Order
2. Name

Documents inside a category

Documents sort by:

1. non-zero Sort Order values first
2. Sort Order value
3. Published Date with newer documents first
4. Name

Practical tip:

• Leave Sort Order at 0 for most documents, and use non-zero values only when you want a few items pinned above the default date-based list.

Displaying documents on your website

Documents Section on a page

To show documents on a page:

1. Edit the page.
2. Add a Documents Section.
3. Choose one or more document categories, or leave the category list blank to show all categories.
4. Save the page.

Direct document links

Each document also has a direct link based on its slug:

/document/[slug]

Helpful details:

• keep the same slug when uploading a newer version of a recurring document
• if a document is inactive, its direct link will no longer work on the website
• access rules still apply to the direct link

Front-end behavior to plan for

When documents are shown on the website:

• only active documents are available
• people only see documents they are allowed to view
• each visible document shows its access icon, name, and date
• restricted admin/task-role-only documents are omitted from front-end document lists
• lapsed members can access only public documents

Practical planning ideas

• Use clear names so members can tell which file is current.
• Reuse the same slug for recurring files such as meeting minutes or annual reports when you want one stable link.
• Make renewal forms or other rejoin materials public if lapsed members need to reach them.
• Build category parents only when they help navigation; a simpler category list is often easier to maintain.
• Review older files regularly so outdated documents do not stay active longer than intended.

Related topics

• Document Categories - Organize your library into parent and child categories.
• Permissions and Access Control - Learn how document permissions work.
• Lapsed Members - Learn how lapsed status affects document access.
• Pages - Learn how to add a Documents Section to a page.
• Page Content Sections - Documents Section - Learn how the Documents Section works on a page.