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Restricting access to files

You can restrict access to individual files on your Wild Apricot site by membership levels and member groups. That way, only those who belong to the membership levels or member groups you choose can view a particular image or access a particular document.  

You can restrict access from the Files screen and from the Insert dialog when adding a picture or document.

Restricting access from the Files screen

From the Files screen, you can restrict access to files one at a time or several at once, and to entire folders. To display the Files screen, click Files under the Website menu.

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When you restrict access to one or more folders, the access settings you chose will be assigned to all files and subfolders in the selected folder(s), and to any files you upload to these folders in the future.

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

  1. Display the file(s) or folder(s) you want to restrict in the files pane on the right.
  2. Select the file(s) or folder(s) you want to restrict.
  3. Right click over the selected file(s) or folder(s) 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) or folder(s).

  5. Click the Save button to save your changes.

Within the files pane on the right, restricted files and folders 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 and folders.

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

Restricting access from the Insert dialog

From the Insert dialog that appears when you are inserting a picture or document, you can restrict access to files one at a time, or to an entire folder of files. You can only set access restrictions from list view, not icons view.

To set file access restrictions from list view, follow these steps:

  1. Click the link under the Access level heading for the file or folder you want to restrict. 



    Depending on the current access level, the link might appear as Public, Admin only, or Restricted.
  2. From the Set access level dialog that appears, choose the type of users you want to be able to access the file or folder.

  3. Click the Save button to save your changes.

In icons view, files and folders with restricted access will be flagged by an icon beside the name. 

Access level options

The following access levels options are available when restricting access to files and folders:

Option

Description

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.

How restricted files appear

  • Restricted and admin-only images will appear on public pages as a broken image link to unauthorized users.

  • Within slideshows and photo albums, restricted and admin only images will simply not appear to users without access
  • When a logged in user opens a link to a file and doesn't have the required access level, they will see an Access denied (403) error.
  • When a user who is not logged in opens link to a file and doesn't have the required access level, they will be redirected to the Authorization required system page.
  • When a member, logged-in contact, or public visitor opens a link to an admin-only file, they will see a Resource not found (404) error.
  • Email software on mobile devices might not be able to load restricted but authorized files that are included as links in emails

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