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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

You can restrict access to files, one at a time or several at once, from the Files screen. To display the Files screen, click  Files  under the  Website  menu.

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.

Restricting access from the Insert dialog

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

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

  1. Click the link under the Access level heading for the file 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.

  3. Click the Save button to save your changes.

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

Access level options

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

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 to unauthorized users

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

  • 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.

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