Uploading and sharing your documents is simple, but there are a few important details to keep in mind to ensure the best experience for your audience.
Step-by-Step: Adding Your Document
1. Open the Documents module in GroupOS and click Add Document.
2. Upload your document file.
For PDFs, PPTs, and images (JPG, PNG), no need to upload a separate preview.
For other file types, upload a PDF preview version along with your original document.
3. Enter the document name — make it clear and descriptive.
4. Optionally, add a short description or a brief caption for your document
4. Select visibility:
Choose Public if you want the document to be visible immediately.
Or Unlisted for draft status
5. Select Content Type
Just pick the type that fits best from the existing list or create a new document type anytime in your settings. How to create a new Document Type
6. Assign Document Category
When prompted, select a category from the existing list or can create a new category directly in the settings. How to Create a Document Category
7. Optionally Add Tag
Use tags to make your documents easier to find.
Tags help organize content across your library and improve search results. You can select from existing tags or create a new one on the spot.
8. Optionally, Select a Member as an Author
Give credit where it’s due by assigning a member as the document’s author.
This makes it easy for others to explore more content from the same person and adds a personal touch to your documents.
9. Set Uploading Date
Choose whatever date you want to put for as the publication date for your document.
10. Optionally, apply restriction rules
To control who can access the document.
11. Click Create Document to finish and add your file to the library
Now your document is uploaded, neatly organized, and ready to share with your community. 🙌
🔍 Document Preview Guidelines
Preview works only for:
PDFs, PowerPoint files (PPT, PPTX), and images (JPG, PNG, etc.).
These file types will display a preview automatically once uploaded.
Other formats (like Word, Excel, etc.):
For these, you need to create a PDF version of the document since previews don’t work for them.
📥 How to Convert Documents to PDF
Convert Word (DOC, DOCX) to PDF:
Most word processors (Microsoft Word, Google Docs) allow you to save or export files as PDFs directly.Convert Excel (XLS, XLSX) to PDF:
When exporting Excel files to PDF, make sure to choose landscape orientation for better formatting.
🗜️ Compress Your PDFs Before Uploading
Large PDFs can slow down loading times. To keep your files efficient:
Use this free tool to compress your PDFs before uploading:
https://www.ilovepdf.com/compress_pdf