The **Documents** feature provides a centralized location to upload, organize, share, and manage files within your community. Documents can be categorized, restricted to specific User Groups, or published publicly to your community website. ## Related Guides - [Create a Document](Create%20a%20Document.md) - [Update a Document](Update%20a%20Document.md) - [Delete a Document](Delete%20a%20Document.md) - [Create and Edit Document Categories](Create%20and%20Edit%20Document%20Categories.md) ## Feature Purpose The Documents feature allows community administrators and authorized users to: - Upload files from a computer or device and share them with the community. - Organize documents using one or more categories instead of duplicating files across folders. - Control visibility by assigning documents to specific User Groups. - Publish documents publicly so they can be viewed without signing in. - Search, filter, and sort documents for quick access. ## Key Concepts ### Documents Page The main page that lists all documents available to the signed-in user. From here, users can browse, search, filter, sort, view, create, edit, and delete documents based on their permissions. ### Document Categories Tags used to organize documents. A single document can belong to **multiple categories**, which removes the need to upload the same file into different folders. Custom categories can be created in the Administration section. See [Create and Edit Document Categories](Create%20and%20Edit%20Document%20Categories.md). ### User Groups Groups (such as Owners, Tenants, Board Members, etc.) that determine who can view a document. By default, all User Groups are granted access when a document is uploaded. Access can be restricted by removing User Groups during upload or editing. ### Public Documents Documents marked as public appear on the community's public-facing website and can be viewed by anyone without signing in. ### Archived (Deleted) Documents Deleted documents are not permanently removed. They are archived and can be restored from `Administration > Log`. ## Prerequisites - A user account with access to the Documents page. - Permission to post documents (required for creating, editing, and deleting). Users without this permission can only view documents they have access to. - Existing document categories, or permission to create new ones via `Administration > Global Settings > Documents` tab. ## Documents Page Actions | Action | Description | |---|---| | **View** | Click the document name or title to open it. | | **Search** | Use the search box at the top right to find documents by query. | | **Filter** | Select a document category to show only documents in that category. | | **Sort** | Sort documents by various fields. | | **Add a New Document** | Click the `Add a New Document` button (visible only to users with posting permissions). See [Create a Document](Create%20a%20Document.md). | | **Edit** | Click the gear icon on a document and select `Edit`. See [Update a Document](Update%20a%20Document.md). | | **Delete** | Click the gear icon on a document and select delete. See [Delete a Document](Delete%20a%20Document.md). | ## Common Use Cases - **Sharing meeting minutes** with Owners only by restricting access to the Owners User Group. - **Publishing community bylaws** publicly so prospective residents can read them without signing in. - **Organizing financial reports** by tagging them with both a "Financials" and a "Year-End" category. - **Distributing forms** to all User Groups for community-wide access. ## Additional Notes - A document only needs to be uploaded once, even if it belongs in multiple categories. - Removing all User Groups from a document will restrict access — be sure at least one User Group is assigned unless the document is intended to be public. - Custom categories are managed centrally; see [Create and Edit Document Categories](Create%20and%20Edit%20Document%20Categories.md)