Uploading & Managing Documents

Applies to: Owner, Admin

Admins can upload documents to make them available to the community. Uploaded documents are processed, indexed for search, and made available to EasyAsk AI.

Uploading a document

Go to the Documents page
Click Add Document
Enter a document name (e.g., “2027 Annual Budget” or “Community Bylaws”)
Upload one or more PDF files using the file upload area
Click Upload

If a document spans multiple PDFs (like bylaws split across several files), upload them all at once. They’ll be processed together as a single document.

Finalizing a document

After uploading, you’re taken to the Finalize step where you can:

Edit the document name
Reorder pages — If you uploaded multiple files, drag and drop the page thumbnails to arrange them in the correct order
Set visibility — Toggle between public (visible to all members) and private (admin-only)
Lock editing — Prevent the document content from being modified
Click Save & Process to begin processing

The system extracts and indexes the text from your PDFs so the content is searchable and available to EasyAsk AI.

Editing a document

To make changes to a document, click it from the Documents page and then click Edit Document.

The editor is split into a main content area on the left and a settings sidebar on the right.

Updating the content

The main area lets you work with the document itself. You can change the document name, edit the content using the rich text editor, and add an optional description to help members understand what the document covers at a glance — something like “Rules governing exterior modifications, approved materials, and the review process.”

The attachments section at the bottom shows the original PDF files that were uploaded. These are preserved so you always have access to the source material, even after editing the processed content.

Organizing with collections

Collections help members find related documents. You might group all meeting minutes together, or keep budget documents in their own collection. To add a document to a collection, type a collection name in the Collections field — you can pick from existing collections or create a new one on the fly. Documents can belong to multiple collections.

Controlling access and status

The settings sidebar gives you control over who can see and interact with the document:

Document date — Set the publication or effective date so members know when the document is from. This is especially useful for meeting minutes, budgets, and other time-sensitive documents.
Status — Mark the document as Draft while you’re still working on it, Active when it’s ready for members, or Archived when it’s no longer current but should be kept for records.
Public visibility — Private documents are only visible to admins. Turn on public visibility when you’re ready for all members to see it.
Allow editing — Lock the document content to prevent accidental changes. You can always unlock it later if updates are needed.

Click Update to save your changes.

Pinning important documents

Pinned documents appear in a dedicated section at the top of the Documents page and on the community dashboard, making them impossible to miss. This is ideal for documents every member should know about — like community bylaws, rules and regulations, or the current budget.

To pin a document, open the document editor and click the Pin button in the settings sidebar. Pinned documents stay prominent until you unpin them.

If no documents are pinned, the pinned section won’t appear on the Documents page.

Regenerating a document

If the processed content doesn’t look right — for example, if text was extracted out of order or formatting was lost — you can regenerate it from the original source files. Open the document editor, click Regenerate, and confirm.

Deleting a document

Click Delete at the bottom of the settings sidebar to permanently remove a document. This removes the document, its content, and its source files.

Document statuses

Status	Meaning
Draft	The document is being prepared and is not visible to members.
Processing	The system is extracting and indexing content from the uploaded files.
Active	The document is live and visible to members (if public).
Archived	The document is no longer active but is preserved for records.

Additional filters for admins

When viewing the Documents page, admins see extra filter options:

Status — Filter by document status (draft, active, archived, etc.)
Show Private Documents — Toggle to include documents that are hidden from regular members