Navigate to the Control Panel > Website > Website Modules > Document Library.
Adding a Folder
To add a top-level folder, right-click "Top Level Folder" and click Add Folder
Specify the folder name, a description and the parent folder (you can use this option to move a sub-folder to a different place within the hierarchy.)
The following Visibility options are available. Note that sub-folders and individual documents in the folder can each have a stricter visibility setting than the parent folder.
- All Users (Public) - All users will be able to see the folder and its documents.
- All Users (Members Only Download) – non-members can see that the folder exists but cannot download documents from it. Use this option as an incentive for people to join the club or association.
- Members Only - Only logged in members will be able to see the folder and its documents.
- Members of a Committee – you will be prompted to select the committee from a drop-down list. Only logged-in members of the committee you choose will be able to see the folder and its contents.
- Administrators Only - Only administrators will be able to see the folder and its documents.
The Member Uploads option controls whether members can upload files to the folder and whether these files must be approved by an administrator or module coordinator before becoming available for download or whether they are immediately available for download.
The following Settings are available:
- Show this folder on the website: this option allows you to create a folder which is governed by the Visibility options but which is not shown on the user interface. The box is checked by default; when it’s unchecked, the folder will respect the specified availability but will not be shown. Use this option if you want to allow anyone to download documents but only if they have a specific link to them.
Note: Documents for purchase should be stored in a folder with the options "Show this folder on the website" turned off. This will prevent the documents from appearing in search results within the Document Library. - Allow member ratings: when checked, this option displays a “rank” of 5 stars that members can click (including ½ stars) to rate a document. Average ratings are shown beside each document to indicate its importance or usefulness.
- Allow member comments: when checked, this option displays comments posted by members and a box to allow members to add a comment to the list. Click Save or Cancel to close the window and return to the previous screen.
To modify an existing folder, click the Edit link and the same popup window is displayed. Use the “Sub-folder of” option to rearrange the document tree by specifying a different parent folder.
Folders for Subgroups
If your organization has subgroups, you may see additional options.
- For organizations with subgroups, where each subgroup has its own website, you'll see the option to share the folder you create with lower-level subgroups. Select this box to share the folder. Member uploads to shared folders are not allowed.
- For organizations with subgroups, where members join at the top level, you'll see the option to limit the visibility of the folder to Members of a Subgroup. You will be prompted to select the subgroup from a drop-down tree structure. Only members of the chosen subgroup will be able to see the folder and its contents. Also, subgroup administrators and document library coordinators for the subgroup will be able to manage documents. You can also give them permission to add sub-folders in Options.
Deleting a Folder
This option only appears if the current folder has no sub-folders and no documents (they have either been deleted or moved to different folders.) Select this option to remove the folder completely. You will be prompted to confirm this action. Please note that, once deleted, a folder cannot be restored.