Atrium CMS

The document library is the core of your community portal. It's where residents find governing documents, meeting minutes, financial reports, and other important files. This guide covers everything you need to manage your document library effectively.

Creating Documents

Navigate to Admin > Content > Documents and click Create Document.

Document Types

You can create two types of documents:

Type	Use Case
File Upload	Upload a PDF, Word doc, spreadsheet, or other file directly to your portal
URL Link	Link to an external document hosted elsewhere (Google Drive, Dropbox, etc.)

Document Form Fields

When creating a document, fill in:

Title — A clear, descriptive name (e.g., "2026 Annual Budget Report")
Description — Optional summary of the document's contents
Category — Select a category to organize the document (see Categories & Folders)
Folder — Optionally place the document in a subfolder within its category
Visibility — Who can see this document (see Visibility & Permissions)
File or URL — The actual document file or external link

Click Create Document

From the documents section, click the Create Document button.

Fill in the details

Enter the title, description, and select a category. Choose whether to upload a file or link to a URL.

Set visibility

Choose the appropriate visibility level. Most governing documents should be visible to all members, while financial details might be restricted to owners or board members.

Save

Click Save to publish the document. It will immediately be available to users with the appropriate visibility level.

Organizing Documents

Folders

Within a category, you can create folders for further organization. For example, under "Meeting Minutes" you might have folders for each year: "2026", "2025", "2024".

Bulk Upload

To upload multiple documents at once:

Navigate to bulk upload

From the documents section, click Bulk Upload or drag multiple files into the upload area.

Select files

Choose multiple files from your computer. Supported formats include PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, and common image formats.

Set shared properties

Choose a category and visibility level that will apply to all uploaded documents. You can edit individual documents afterward.

Upload

Click Upload to process all files. Each file becomes a separate document entry in your library.

Editing Documents

Click any document in the list to open it for editing. You can update the title, description, category, visibility, and replace the file with a new version.

Version History

When you replace a document's file, the previous version is kept in the version history. Residents can see the current version, and admins can review past versions if needed.

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Naming convention tip

Use consistent naming: include the date and document type in the title. For example, "2026-01 Board Meeting Minutes" is easier to find than "January Minutes".

Deleting Documents

Deleted documents are moved to trash. They can be restored from trash if needed, or permanently deleted. Deleted documents are not visible to any users.

Best Practices

Categorize everything — Uncategorized documents are hard for residents to find
Use descriptive titles — Residents search by title, so make them clear and specific
Set visibility carefully — Financial documents may need restricted access; governing documents should be broadly available
Keep it current — Archive outdated versions and ensure the latest documents are always accessible
Use folders for large categories — If a category has more than 20 documents, organize with yearly or topical folders

Next Steps

Categories & Folders — Set up your organizational structure
Visibility & Permissions — Control who sees what
Content Browser — Manage all content types from one place

Document Management