Documents and folders
Documents is under Content in the left-hand menu. It holds the files members and visitors download — forms, reports, minutes — and links to forms hosted elsewhere. Document Folders, just below it, is how you organize them.
There is no draft. As soon as you click Save, the document is live.
Adding a document
- Click Documents in the left-hand menu.
- Click Create New.
- Choose the Type — Internal or External (see below).
- Fill in the Title.
- Attach the file, or paste the external link.
- Fill in the Path (see below).
- Check the sidebar settings.
- Add Tags, if useful.
- Click Save.
The two types
| Type | Use it for | What you fill in |
|---|---|---|
| Internal | A file people download — PDF, Word, spreadsheet | Document — upload the file |
| External | A form or page hosted elsewhere | External Form URL — the full web address |
Pick Internal and an upload box appears. Pick External and you get a URL box instead — you only ever see the one you need.
Path
Every document needs a Path — a short address for the file, starting with /, at least 5 characters long (for example /Forms/Membership_Application.pdf). This has to be unique across all documents. File Name is optional — leave it blank and the system works out a download name from the Path.
The sidebar checkboxes
Members Only
Ticked, the document is only visible to signed-in visitors. Unticked, anyone can find and download it.
Shows In Library
Ticked, the document appears in the document library on the website, where people browse. Unticked, it still exists and still works — the only way to reach it is a direct link you place yourself, such as on a page. Untick this for something you want available but not publicly listed.
Tags
Documents use a free-text Tags field, not the shared Categories list — type a tag, press enter, add another. This is different from News, Events and the homepage feature collections, which all use Categories instead. There's no shared tag list to pick from here; whatever you type is what gets saved, so keep spelling consistent if you want tags to group documents correctly.
Document Folders
Folders organize the document library into groups on the website. A folder has a Title, can contain Subfolders, and lists the Documents that belong in it (a document can be filed in more than one folder, or in none).
- Members Only — same meaning as on a document: hides the whole folder from signed-out visitors.
- Top Level — marks a folder as one of the ones shown at the top of the library, rather than nested inside another.
Add documents to a folder from the folder's own Documents field, or by filtering the Documents List page block by folder — see Page blocks.
Replacing a file
To publish a newer version of something, edit the existing document and replace the file, rather than creating a new one. Anyone who has linked to it keeps working. Creating a second document instead leaves both live, and people will find the old one.
Deleting
Deleting is permanent, and any link to that document stops working. Before deleting, check whether unticking Shows In Library does what you actually want — that takes it out of the library while keeping existing links alive.
Where this appears on the website
The document library lives at /documents-library/. A Documents List block placed on a page shows a filterable list, optionally limited to one folder — see Page blocks.
Related
- Page blocks
- Categories