Membership Info
A standing shelf of links and documents every member should be able to find — the bylaws, the member handbook, the insurance certificate, the commission schedule, the shared Google Drive folder. It lives on the Membership Info tab of the Noticeboard, and members see it on the Gallery Documents page of their portal (they press The Gallery, then Gallery Documents).
Notices are for things that are dated: they go out, get read, and expire. Membership Info is for things that stay current. If you find yourself re-posting the same document as a notice every few months, it belongs here instead.
Two kinds of item
| Kind | What it is | What a member gets |
|---|---|---|
| Link | A URL to a document that lives somewhere else — SharePoint, Google Drive, Dropbox, your website. | Opens in a new tab. The link’s host (drive.google.com) is shown under the title so they know where they are going. |
| File | A document uploaded to the gallery’s own private storage. | Downloads through a short-lived signed URL. The file type and size are shown under the title. |
A link has to start with http:// or https:// — nothing else is accepted, anywhere, including by the database itself. Members open it in a new tab with no handle back onto the portal.
A file can be a PDF, Word, Excel or PowerPoint document, or a PNG, JPEG or WebP image, up to 25 MB — the same limits as a notice’s attachments. Files are stored privately under your organization’s own prefix; nobody, member or otherwise, can reach one without a signed URL the portal mints for them, and the URL lives an hour.
Who can do what
| Read the shelf | Add, edit, reorder, publish, delete | |
|---|---|---|
| Owner, admin, editor | Yes | Yes |
| Viewer (and the extended gallery roles) | Yes | No |
| Member artists (portal) | Published items only | No |
The tab is visible to everyone in the organization who can open the Noticeboard; the write controls appear for editors and above, and the server enforces the same gate again on every request.
Adding something
- Open Noticeboard → Membership Info.
- Add link: give it a title (up to 150 characters), an optional one-line description (up to 500), and the URL. Make sure members actually have access to the destination where it lives — the portal cannot grant that for you.
- Upload file: a title, an optional description, and the file. The file is uploaded and stored in one step; you will see it in the list with its name, type and size once it is there.
New items go to the bottom of the shelf, published.
Arranging, hiding and removing
- Order. Use the ↑ and ↓ arrows on a row. Members see the shelf in exactly this order.
- Unpublish / Publish. An unpublished item stays on your tab (marked Unpublished) and disappears from every member’s portal — including its download. Use it for a document you are revising, or one that only applies part of the year.
- Edit. Title and description for either kind; the URL for a link. A file’s bytes are fixed once uploaded — to replace one, delete the item and upload the new version.
- Delete. Asks first. A file’s blob is removed from storage along with the row.
What members see
Two tabs in the portal’s navigation (since October 2026; before that both were one Membership Info page):
- My Membership — shown to every member at every gallery, whether or not the Noticeboard is switched on: the member’s own membership, their cadence (Membership), what it costs (Dues) and Current membership runs to, all from their artist record, plus their commission rate and How you get paid. It does not depend on the Noticeboard. The address is unchanged (
/portal/info). - Gallery Documents — the shelf you manage on this tab, at
/portal/documents, shown when the Noticeboard is on. It lists every published item in your order, each with its description and either the link’s host or the file’s type and size. When nothing has been published it reads “Your gallery has not added anything here yet.”
A member of two galleries sees both galleries’ shelves in one list, each labeled with its gallery.
When the Noticeboard is switched off
The documents shelf is part of the Noticeboard extension, not a module of its own. Switching the Noticeboard off hides this tab, and the API answers EXTENSION_DISABLED for the shelf. Members keep the My Membership menu item and everything on its page; the Gallery Documents page is hidden, and a saved link to it reads “Gallery Documents is not switched on”. Nothing is deleted — switch it back on and the shelf is where you left it. Removing the extension purges the shelf along with the notices, files included.
Related
- Noticeboard overview — notices, drafts, urgent, expiry
- Scheduling and email
- Analytics
- Member guides: My Membership and Gallery Documents