File Management

Each Wild Apricot account also includes space to store your files(i.e,  documents, pictures) as well as built in file manager to help your organize all your files. These can be added to or linked from the events, emails, invoices and or pages you create. Or you can share the link directly with anyone by copying it's address from your file manager.

File management options: online and from your computer

There are three ways that you can upload files

1. Directly on any web page you are editing by using the [Document] or [Picture] buttons on the WYSISYG tool bar. Anyone who has full administrative or Web page writer rights can upload images from anywhere. Please see Inserting pictures and Inserting documents.
2. Via a special 'File management' page (described below)
3. By using WebDAV, so that you can manage your files via a connection directly from your computer. This is easier if you are going to be working with a large number of files. For more information see Working with WebDAV 
   WebDAV is only available to paid billing plans (and Trial accounts), while the ability to upload files through Wild Apricot is available for all plans.

File access and security

Any file uploaded to your site can be accessed at the URL *http://your_site_domain/resources/path/filename*, including all subfolders in path.

File security This means that ALL files are accessible via a direct link, even if you uploaded them onto a restricted access page. You should avoid storing any sensitive files or make sure their location can't be guessed.

File management screen

You can upload, view and manage your files via the File Management settings screen: Settings -> Site Settings -> File management.

The File management screen is similar to the one used for inserting documents and images when editing web pages, with some small differences:

• You can change Views through drop down menu at the top of the window. The views lets you see your icons as
  • Large/medium/small preview icons (so you know what the image looks like)
  • A list of details including individual file type and size
• You can turn the Folder pane on or off using the folders button

Clicking on any folder will show the contents of that folder (files and/or subfolders) Like the screen when you insert documents/images, you also have the following abilities

• Navigating through subfolders by clicking on the plus sign (+) in the folder pane OR double clicking on the folder icon in the file pane.
• Right clicking in the middle of the file pane will give you a menu where you can create new folders and change your views.
• Upload files

Drag and Drop Features

You can either Click and Dragor Right-click on a file to do the following

• Update file by uploading a new one to take its place
• Open/download the file into a new browser window
• Copy or Cut the file. This will let you paste the file (via another right click) into another folder (Note If you move a file by cutting it and pasting it into another folder, it will not be updated on any page where it might be links. You will have to recreate any links)
• Rename the file
• Delete the file

File upload and storage limits

In order to ensure proper service levels to all our clients your account will have an overall file storage limit as well as a limit on the size of any individual file uploaded. This limit differs based on your billing plan. See Functionality by billing plan for more information.

Note that Member Photo albums are not included into the limit. So even though you might reach the file limit it will not effect you members when they want to add more photes to their profile.

Known issues Please note the right-click menu in file manager window does not work in Safari on the Mac. Instead you need to hold down the Control button and then click to open the menu. Right-clicking also does not work using Google Chrome, you will need to use a different web browser to get the right-click menu.

Special folders

Theme folder

The Theme folder contains important information about the look and feel of your site and is where your Cascading Style Sheets (CSS) files reside - which define your website look and feel. It is where all your Theme settings are stored, regardless of whether you used one of our themes or have customized your own. Because it is so important to your website

• you cannot delete Theme folder
• you cannot delete or move the 'user.css' file.
• you cannot edit/delete/move 'customStyles.css' file. 'customStyles.css' must be edited through Settings > Colors and styles, see Customize colors and styles

Theme_Overrides

You may also noticed a "Theme_Overrides" folder, if you are currently not using the advanced features of Wild Apricot themes customizations you do not need to use this folder. 

See Theme Overrides

SiteAlbums folder

The SiteAlbums folder can be used to view and upload images to your photo album functional pages. Inside the SiteAlbums folder, there is a folder for each of the photo album pages found on your site (if any), each named with the corresponding page ID. For further information see Photo album page.

Supported file types

Wild Apricot allows you to upload files with common extensions, see Complete list of supported file types.

Troubleshooting

Cannot upload file, getting failed to upload error

• This is usually due to special characters in the filename (e.g. %, $, ~, & etc). Try renaming your file using letters of the alphabet only.
• Check file size and/or storage capacity, see file upload limits section above.

Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website

This can happen if your images use CMYK color space instead of RGB one.

Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here.

• To determine an image's color space go to: http://regex.info/exif.cgi
• To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/
  • Just open your image and save it as .jpg - this will automatically save it in RGB color space.

Storage and upload limits

Depending on our subscription plan, your total file storage amount and maximum size of of individual files will differ, see Functionality by billing plan. Also if you do need more space please contact us to check for current available options. 

See also

Working with WebDAV
Inserting pictures
Inserting documents
Photo album page