What This Screen Does
This is where you update an existing document in the Document Hub. Think of it like opening a file in a shared cabinet, making changes to its label, swapping out the actual file, or changing who is allowed to see it. You can rename it, reorganise its folder path, upload a new version of the file, and adjust which membership types, roles, or employee groups have access.
How to Get There
Open the dashboard.
In the left-hand menu, click Document hub.
Find the document you want to edit in the list.
Click the document or its edit action to open it.
You are now on the Edit Document screen.
Step-by-Step Guide
1. Review the Breadcrumbs
At the top of the page you will see a breadcrumb trail: Dashboard → Document hub → [Document Name].
This confirms which document you are editing. If it looks wrong, go back and pick the correct one.
2. Update the Details
These fields control the document’s name and organisational path.
Field | Required | What to Enter |
Name | Yes | A clear, descriptive title for the document (up to 500 characters). For example, “Membership Agreement 2025”. |
Path | No | A folder-like path used to organise documents (up to 500 characters). For example, |
The Name field is pre-filled with the current document name. Change it if you need a new title.
The Path field is pre-filled with the current path. Update it to move the document to a different organisational category, or leave it as-is.
3. Update the Attachment
Below the Details card you will see the Attachment section.
If a file is already attached, it will be displayed in the upload area.
To replace the file, drag a new file onto the upload area or click it to browse your computer.
To remove the file, click the delete/remove button on the current file.
A helper text underneath reads “Select a file”. If there is a validation error (for example, no file attached), it will appear in red.
Important: A file is required. You cannot save the document without one.
4. Update Access Settings
This section controls who can see and access the document. There are up to three fields depending on your setup:
Field | Required | What to Enter |
Membership types | No | Pick one or more membership types from the dropdown. Only members with one of these types will have access. Each option shows the membership name, a short description, and its cover image. |
Roles | No | Pick one or more roles from the dropdown. Only users with one of the selected roles will have access. |
Employee groups | No | Pick one or more employee groups from the dropdown. Only employees in the selected groups will have access. This field only appears if your system has employee groups set up. |
All three fields support multiple selections — you can pick as many as you need.
If you leave all access fields empty, the document may not be visible to anyone (depending on your system’s default access rules). Make sure at least one access rule is set.
To remove a selection, click the × next to it in the field.
5. Save Changes
Click the Save Changes button at the bottom-right of the form.
The system will:
Validate all your inputs.
Update the document record with your changes.
Upload the new file (only if you changed or replaced the attachment).
Redirect you back to the Document Hub list.
You will see a green “Update success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Save Changes"
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Form validates all fields (Yup schema)
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API call: DocumentsService.edit({ id, body: updatedData })
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Document record is updated on the server
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(If file was changed or replaced)
API call: DocumentsService.upload({ id, file: newFile })
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Success notification appears ("Update success!")
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You are redirected to /document-hub (the Document Hub list)
Troubleshooting
“I clicked Save Changes but nothing happens”
Make sure all required fields are filled in. The Name and File fields are mandatory.
Look for small red error messages beneath each field — they tell you exactly what needs to be fixed.
Scroll up to check all sections; the error might be in a section that is not currently visible on screen.
“I get a ‘Name is required’ error even though I typed a name”
The name might contain only spaces. Type an actual document name.
The name must be 500 characters or fewer. If you pasted a long string, shorten it.
“I get a ‘A file is required’ error”
Every document must have a file attached. If you removed the existing file, you need to upload a new one before saving.
Drag a file onto the upload area or click it to browse your computer.
“My new file did not upload but the other changes saved”
The file upload happens as a separate step after the document details are saved. If the upload fails (for example, due to a network issue), your name and access changes are still saved.
Go back into the edit screen and try uploading the file again.
“I do not see any membership types in the dropdown”
Membership types are loaded when the page opens. If the list is empty, try refreshing the page.
Make sure your system has at least one membership type (contingent, campaign, drop-in, punch card, or personal training) set up.
If the problem persists, check your internet connection or contact your administrator.
“I do not see the Employee groups field”
The Employee groups field only appears if your system has employee groups configured.
If you need to use employee groups, ask an administrator to create them first under employee settings.
“I do not see any roles in the dropdown”
Roles are fetched when the page loads. If the list is empty, try refreshing the page.
If the problem persists, contact your administrator — the roles data may not be available.
“I got a red error message after clicking Save Changes”
Read the error carefully — it usually explains what went wrong.
Common causes: network timeout, server error, or a conflict with another user editing the same document.
Try again after a few seconds. If the error keeps appearing, contact support with the error message.
“The page is blank or the form does not appear”
The form only renders after the existing document data has loaded. If your connection is slow, wait a moment.
If the document ID in the URL is invalid or the document was deleted, the form will not appear. Go back to the Document Hub list and try again.
“My changes were saved but I do not see them in the list”
The Document Hub list may be cached. Try refreshing the page.
If you changed the Path, the document may now appear under a different category or folder in the list.