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Documents module

Centralized document library — bylaws, forms, governance docs, and meeting minutes.

Optional module Enable in Settings → Modules

The Documents module is a centralized library for everything members and officers need to download — bylaws, ritual books (where appropriate), risk management forms, vendor contracts, meeting minutes, etc.

What this module enables​

When Documents is enabled:

  • A Documents sidebar item appears
  • Members see a browseable library
  • Officers can upload and organize documents
  • Org admins can structure folders, set permissions, and version documents

Folder structure​

Org admins create a folder hierarchy that fits their org:

Documents/
├── Governance/
│   ├── Bylaws/
│   └── Constitution/
├── Risk Management/
│   ├── Insurance certificates/
│   └── Incident report forms/
├── Officer resources/
│   ├── Officer transition guides/
│   └── Templates/
└── Forms/
    ├── New member intake/
    └── Photo release/

Permissions​

Per-folder permissions:

  • All members — visible to anyone signed in
  • Officers only — chapter and above
  • Officers + Advisors
  • Org admins only
  • Custom — pick specific roles or chapters

Versioning​

Replace a document with a new version while preserving history:

  1. Open the document.
  2. Click Upload new version.
  3. Drop the new file.
  4. Add release notes.
  5. Save.

Members see only the latest version by default. The full version history is visible to officers and admins.

Full-text search across documents (PDF, DOCX, TXT). Type a query in the Documents search bar.

Linking to documents​

Every document has a permanent URL. Use these in:

  • Bulletins (link to the latest bylaws)
  • Engage threads (reference the right form)
  • Compliance submissions (link to evidence)
  • Onboarding emails (point new members to the welcome packet)

Mobile​

Documents work on mobile. Tap a document to view inline (PDF) or download (other types).

Storage​

Documents use your org's configured storage. Large libraries should size storage accordingly.

→ Storage configuration

Dependencies​

  • Storage — files live in your S3/MinIO bucket
  • AI Services — when enabled, the chatbot can answer questions from documents (RAG)

Walkthroughs​

The Documents module is straightforward enough that most operations are intuitive once enabled. For:

Tips​

  • Don't dump everything in one folder. Folder structure is signal — design it.
  • Mark version-locked documents. "Spring 2025 Bylaws (do not edit)" is a common pattern.
  • Audit permissions quarterly. Sensitive documents creep into wrong folders over time.
  • Operations — Compliance submissions reference documents
  • AI Services — chatbot indexes documents for retrieval
  • Learning — courses can link to supporting documents