Document hub

The Document Hub is your central repository for all team documents and resources. Upload files, preview them in the browser, and share them with your team by email.

Who can do what

Uploading, sharing, and deleting documents is an Editor capability (including admins who also edit). Viewing is open to your team. The contacts and contact groups you share to are Admin-managed in Settings → Contacts - see the Internal overview.

Upload a document

1. On the Internal dashboard, open Document Hub, then choose Upload New Document.

2. Give it a title (required) and an optional description, and pick a file.

3. Upload. Documents must be PDF, Word, or Excel, up to 20 MB per file - anything else is refused with “Only PDF, Word, and Excel files are allowed!”

Browse and find

The hub is a single list of your documents, newest first - there are no folders. Narrow it down with:

• Search by title - the “Search by title…” box.
• The Type: filter - All Types, PDF Documents, Word Files, or Excel Sheets.

Each row shows the document’s title, type, description, and date, with Preview, Download, Share, and Delete actions.

Preview

Select a document (or choose Preview) to open it without downloading:

• PDFs and images preview directly in your browser.
• Word and Excel files preview through Microsoft’s Office Online viewer - they’re rendered by Microsoft’s service via a short-lived link.

From the preview you can Open Original or Download. If a file type can’t be shown, you’ll see “Preview Not Available” with Open in New Tab and Download File.

Share by email

Share one document with its Share action, or tick several and choose Share Selected (N). Either opens Share Document Via Email:

1. Pick contacts and contact groups under Recipients, and type any outside addresses in External Email Addresses - see Choosing recipients.

2. Edit the Subject and Content.

3. Choose Share Document.

Documents are sent as real email attachments - not links - so recipients get the files directly. On success you’ll see Success and “N document(s) shared successfully.”, where N is the number of documents you shared.

Attachment size

A share email can carry up to 38 MB of attachments in total. Over that, HIVE stops the send with “Total attachment size {N}MB exceeds 38MB email limit”. Even under that cap, large attachments can bounce at the recipient’s own mailbox - many inboxes only accept incoming mail up to around 20-25 MB - so smaller files are more reliable. (This 38 MB share limit is separate from the 20 MB per-file upload limit.)

Choosing recipients

Share Document Via Email has two places to put people, and HIVE sends to both:

• Recipients - open Add contact email… for one list of your contacts and your contact groups, groups first. Type in Search contacts and groups… to narrow it: contacts match on name, email, department or job title, and groups on their name. The list stays open while you pick; click outside it or press Escape to close it.
• External Email Addresses - type addresses outside your contacts, as the field says: “Addresses outside your contacts, separated by commas or semicolons.”

In the Recipients list:

• A contact shows with their email address beneath their name. Only contacts with an email address are listed. Picking one adds a chip with their name; the X on the chip removes them.
• A group shows as one line with its name and how many members it has, for example “Board members · 12”. Picking it adds the members it has when you pick it, as one line you can expand with its arrow to untick anyone you want to leave out. A member without an email address is left out, and the group’s line says so, for example “1 member has no email address and is left out.” The X on the line removes the whole group. Changes an admin makes to the group afterwards don’t change who you’ve already picked.
• Select All Contacts replaces the contacts and groups you’ve picked with every contact that has an email address. It never touches what you’ve typed in External Email Addresses. Clear Selection removes the contacts and groups you’ve picked, and also leaves your typed addresses alone. Both are hidden while you’re searching.

Someone who is already covered shows a tick, and picking them again does nothing. Under External Email Addresses, a line counts who will receive the documents, such as “5 recipients”. Each address is counted and emailed once: a person in two picked groups, the same address typed twice or in different capitals, or an address you typed that also belongs to a picked contact gets one email.

Type plain addresses only. If an entry can’t be an email address - it has no @, or has a space in it, such as a name before the address - the line names it instead, for example ""dana.reed” is not an email address. Correct it or remove it.”, and choosing Share Document shows Check the recipients and sends nothing until you fix it. With nobody picked and nothing typed, you’ll see “Please enter at least one recipient email address.”

If you have no contacts yet, the list says “No contacts yet. Add them under Settings > Contacts.” If they can’t be loaded, it says “Contacts could not be loaded.” with a Try again button, rather than showing an empty list.

How share emails are delivered

Share emails send through HIVE’s own email service - there’s no email setup to do. They go out from HIVE’s updates address, updates.hivecomms.app. Optionally, an admin can send from your company’s own domain instead, set up under Settings → Email.

Share emails carry an unsubscribe link, and a recipient who has unsubscribed is skipped. The share reports as sent either way, so it’s worth checking with anyone who says a document never arrived. See Unsubscribes.

Delete a document

Choose Delete on a row for the Delete Document confirmation - “This action cannot be undone.” - then Delete. It’s removed from the hub.

How documents are stored

Documents are stored privately - they’re not publicly accessible. Each time you preview or download one, HIVE generates a read-only link that expires after about an hour, so files aren’t left sitting on open, permanent URLs.

Good to know

• Two size limits, for two different things: 20 MB per file when uploading, and 38 MB total per share email.
• Sharing goes to the contacts you pick, which an admin manages in Settings → Contacts, and to any outside addresses you type - see the Internal overview for how your contacts work.