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File management

Each Wild Apricot account includes space to store your files (documents, pictures, etc.) as well as a built-in file manager to help your organize your files. Your files can be added to or linked from the events, emails, invoices, and pages you create. Or, you can share a link to the file by copying its address from its file properties.

Uploading files

There are three ways that you can upload files:

  • While editing any web page, page template, event description, email, or email template by using the File or Image buttons on the content editor toolbar. Anyone who has full administrative or website editor access can upload images and other files. See Inserting pictures and Inserting documents and files.
  • Using the Files screen (described below).
  • Directly from your desktop computer using WebDAV. Using WebDAV allows you to copy multiple files or folders at the same time.
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FTP access to your Wild Apricot files is not available due to security considerations.

File upload and storage limits

The limit on the size of any individual file uploaded to your Wild Apricot account is 100 MB.

To ensure proper service levels to all our clients, your account also has an overall file storage limit, which differs based on your billing plan

 

Trial

Free

Group

Community

Professional

Network

Enterprise

Overall storage limit

100 MB

100 MB

2 GB

2 GB

2 GB

2 GB

2 GB

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Member photos and Member photo albums are not included in the limit. So, even when you reach your file limit, your members will still be able to add more photos to their profiles.

Managing files using the Files screen

You can upload, view, and manage your files using the Files screen. To display the Files screen, click Files under the Website menu.

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

  • To change the view, you use the Views drop down menu at the top of the window. You can control the size of the file thumbnails or choose to display file details (including file size) instead of thumbnails.
  • 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). You can navigate through subfolders by clicking on the plus sign (+) in the folder pane or by double clicking on the folder icon in the file pane. 

Right clicking on a folder within the folder pane will display options for that folder, including an option to upload files to the folder.

Right clicking on a file within the file pane will display options for that file, including the ability to update the file. 

Right clicking in the middle of the file pane will displays options to create new folders and change your views.

Uploading files using the Files screen

To upload one or more files using the Files screen, follow these steps:

  1. Select the folder where you want the file(s) to be stored.
  2. Click the Browse button.
  3. Select the folder on your computer or network containing the file(s).
  4. Select one or more files you want to upload.
  5. Click Open

You can monitor the progress of the upload in the area below the file and folder panels.

Wild Apricot allows you to upload many common file types. See  Complete list of supported file types . If you need to upload a file of a different type (extension), please contact support and we will considering adding it. 

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Before you upload files, you should check to make sure you don't exceed your overall file storage limit, or your single file upload limit.  

Dragging and dropping files

You can drag and drop a file to another location on the Files screen, or drag and drop a file from a folder on your computer onto the Files screen.

Restricting file access

You can restrict access to files, one at a time or several at once, from the Files screen. You can also restrict file access from the Insert dialog when adding a picture or document. For more information, see Restricting access to files.

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If you do not explicitly restrict file access, then all files will be accessible via a direct link, even if you uploaded them via a page with restricted access. Unrestricted files can be access at   http://your_site_domain/resources/path/filename  (where path is the name of the folder and filename is the name of the file). For example, a file called coffee.jpg in the Pictures folder on the nycs.wildapricot.org site can be accessed using  http://nycs.wildapricot.org/resources/Pictures/coffee.jpg .

To set access restrictions for individual files on the Files screen, follow these steps:

  1. Display the file or files you can want to restrict in the files pane on the right.
  2. Select the file or files you want to restrict.
  3. Right click over the selected file or files and select the Access level option...

     

    ...or click the Access level button within the toolbar.

  4. From the Set access level dialog that appears, choose the type of users you want to be able to access the file(s).

  5. Click the Save button to save your changes.

Within the files pane on the right, restricted files will be flagged by icons under the Access level heading indicating the access level.

The access restrictions will appear within the properties for individual files.

To view the properties for individual files within the Files screen, right click over the file and select the Properties option.

File options

When you right click over file within the file pane, a number of file options appear.

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If you use this options to rename, move, or delete a file, any links to that file will not be updated.

These options are described below.

Option

Description

Update file

Upload a new file to replace the current one.

Download

Open the file your browser.

Copy

Copy the file to the clipboard.

Cut

Copy the file to the clipboard and remove it from its current location.

Rename

Change the file name.

Delete

Remove the file from its current location.

Properties

Displays the properties of the file.

Access levelChoose the type of users you want to be able to access the file. The following options are available:
Public
Anyone can view the file, whether they are members or not, and logged in or not.
Admin only
The file can only be viewed by a full site administrator.
Restricted
Only contacts who belong to one of the selected membership levels or member groups can view the file. When you click this option, check boxes appear for each membership level and member group you have set up. Check each of the levels and groups you want to grant access to. If you restrict access by both membership levels and member groups, then members who belong to any of the selected levels or groups will be able to access the file. If you check the All levels or All groups option then all levels or groups – including any levels or groups added in the future – will be selected.

Folder options

When you right click over a folder, a number of folder options appear.

These options are described below.

Option

Description

New folder

Create a new folder under the current one.

Upload file(s)

Upload files to the current folder.

Upload folder

Upload folder with all its files to the current folder.

Copy

Copy the folder to the clipboard.

Cut

Copy the folder to the clipboard and remove it from its current location.

Paste

Paste the contents of the clipboard (file or folder) to the current folder.

Refresh

Refreshes the contents of the folder.

Rename

Change the name of the folder.

Delete

Remove the folder from its current location.

Properties

Displays the properties of the folder.

Special folders

The following are special folders that you cannot rename or delete.

Theme folder

The Theme folder contains important information about the look and feel of your site. This is where your Cascading Style Sheets (CSS) files reside (which define your website look and feel). It is also where all your theme settings are stored, regardless of whether you used one of our themes or 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 modify, move, or delete the customStyles.css file. The customStyles.css file can be edited from the Colors and styles screen.

Theme_Overrides

If you have enabled theme overrides, a Theme_Overrides folder will be added to the Resources folder on your site. This folder will contain theme-specific subfolders.

SiteAlbums folder

The SiteAlbums folder can be used to view and upload images to your photo albums. Inside the SiteAlbums folder, there is a folder for each of the photo album gadgets found on your site (if any), each named with the corresponding album ID.

File and folder name limitations

Your file and folder names must not contain any the following characters: *  /  :  ? < > " %  & or double spaces.

If your folder name has any of the following characters: +, # they will be replaced with an underscore ( _ ).

Troubleshooting

 Right clicking

Right clicking to view file and folder options within the  Files  screen does not work in Safari on the Mac. Instead of right clicking, hold down the  Control  button then click to display the menu. 

 Dragging and dropping

Dragging and dropping may not work in some browsers and may display misleading error messages such as  File type not supported . In this case, just browse to the file instead. 

 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. 

Also, check the file size and your storage capacity. See File upload limits section above.

 Thumbnails are not being displayed

The Files screen can only display thumbnails for graphic images that use the RGB color model. If you upload an image that uses the CMYK color model (used for high quality printing), a placeholder thumbnail will be used in place of an actual thumbnail.

For more information on color models, click here.

 Uploading multiple files using Internet Explorer 10

When uploading multiple files to the  Files  screen using Internet Explorer 10, the first file selected will not be uploaded. To upload it, select it alone before uploading.