Keep your community's documents organized and accessible.
Uploading Documents
Go to General Settings → Community Documents
Navigate to appropriate folder
Click "Upload"
Select file(s) or Folders
Add title and description
Set access level
Upload
⚠️ Note: There is a 25MB limit (per file) on file uploads
👉 Access Levels
Level | Who Can View |
Public | All community members |
Board Only | Board members and admins |
Admin Only | Administrators only |
Uploading Folders: You can upload a large amount of folders with or without files and the folders will maintain their structure. The 25MB limit is per file.
🗄️ Organizing Folders
Vlge has five "fixed" document "parent" folders:
Key Documents
Board Reports
Board Files
Financials
Contracts
⚡️ Key Documents Management
Key Documents are managed as a specific group at the top of the Documents Manager found in General Settings. You can choose the sort method and order for this folder here and it will be mirrored in the tree below.
As you scroll down the page, you will see the full folder tree. Key Documents is mirrored to the above, followed by the remaining system and custom folders.
Key Documents have specified file types such as "CC&Rs" or "Insurance" with attributes like "Filed" and filing dates. This helps with later indexing and presentation of these key files in areas like your Website or Resale/Estoppel Certificates.
👉 Add More "custom"
You can add additional parent folders and order them as you like.
In the above screenshot, you can see that Governing Docs is a custom folder and has the "grab" anchor on the left allowing it to be ordered among other custom "parent-level" folders as you like.
Ordering: Note the "Date Added" setting on each of the parent folders. Click here and you can choose how the files in each folder are sorted. Alphabetical, by date, etc. Forward or reverse.
Subfolders
Within each parent folder you can add a number of sub-folders (up to 4 levels deep). These subfolders can be ordered by drag and drop, and then files within them can be sorted just like in parent folders.
Best Practices
Use clear, consistent naming
Include dates in document names
Regularly review for outdated content
Archive rather than delete when possible
⚡️ Moving/Rearranging Files & Folders
You can move files inside other folders as well as rearrange folders themselves.
Moving Files
Files can be moved three ways:
Drag & Drop - Drag a single file from one folder to the next
Per-file move icon - Note the options to the right of the file name - Click it and select the location to move the file
Multi-file Select - Choose the "Select Files" button. Check the boxes next to the files to move.
Note: This works at the FILE level (not folders)
Things that won't move
Key Documents (the items mirrored from the Key Documents admin section into the matching folder) deliberately don't show a drag handle, checkbox, or Move button. They live in a separate table and are managed in the specific Key Documents section. Document sort order is managed in the upper Key Documents section.
System folders still can't be "re-parented" - same rule the existing folder-drag handler enforces. They can be re-ordered.
🗃️ Special Access to Folders
If you need to grant specific Users or Groups access to an otherwise restricted folder, you can do so by editing the folder itself and adding specific users or groups.
🔍 Screenshot of pop-up folder editor:
👉 Members & Groups have three permission options:
Viewer - Can only view the files
Contributor - Can view + add files
Manager - Can view, add, move, and delete
‼️ Note: Keep in mind that when adding groups to special permissions, any member that is added to the group will then inherit permissions for that folder
Folder permissions are ADDITIVE - meaning the base permissions still provide access, while the special permissions extend that access to other individuals or groups. .
🛟 Need more help? Just ask!