File management

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Each Wild Apricot account includes space to store your files (documents, pictures, etc.) as well as a built-in file manager to help you 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, and search for files.
FTP access to your Wild Apricot files is not available due to security considerations.

You can also allow your members and event registrants to upload files. For more information, click here.

File upload and storage limits

The limit on the size of any individual file uploaded to your Wild Apricot account via the Files screen is 100 MB. The size limit for member file attachments is 20 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 accounts: 100 MB
  • Personal, Group, Community, Professional, Network, Enterprise, Global accounts: 2 GB
Member file attachments and member photo albums do not count towards your site storage limit. So, even when you reach your storage limit, your members will still be able to add more files and photos to their applications, event registrations, and 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 the Files menu option within the Website module.

To access the Website module from the main admin menu, click the Website menu.

You can also display the Files screen from the Global settings screen by clicking the Files option under Your account.

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. progress-0Jo.png

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

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

From the Files screen, you can restrict access to files one at a time or several at once, and to entire folders.

When you set access restrictions for a folder, your settings will be applied to all files (and subfolders) in the folder. After setting access restrictions for a folder, you can override the inherited restrictions for any file in the folder.

You can also restrict file access from the Insert dialog when adding a picture or document. For more information, see Restricting access to files.

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 site can be accessed using

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

  1. Display the file(s) or folder(s) you can 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. restrictions--Pg.png

The access restrictions will appear within the properties for individual files and folders. level properties-07I.png

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

File options

When you right click over file within the file pane, a number of file options appear.
If you use these options to rename, move, or delete a file, any links to that file will not be updated. Limited administrators can only delete files or folders that they have added themselves.

These options are described below.

Update file
Upload a new file to replace the current one.

Download or open the file using your browser.

Copy the file to the clipboard.

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

Change the file name.

Remove the file from its current location. Limited administrators can only delete files that they have added themselves.  

Displays the properties of the file.

Access level
Choose 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.

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 the folder to the clipboard.

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

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

Refreshes the contents of the folder.

Change the name of the folder.

Remove the folder from its current location. Limited administrators can only delete folders that they have added themselves.  

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.

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 ( _ ).

Searching for files

To search for files within your Wild Apricot account, you need to set up a WebDAV connection then search for the files from there.


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.

Unable to delete a file or folder

If you're receiving an error message saying the file or folder you are trying to delete is locked, that's either because it's a system folder that cannot be deleted, or because you're a limited administrator and you are trying to delete a file or folder created by another administrator. Limited administrators can only delete files or folders that they themselves have created. 

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.

Supported file types

  • accdb
  • accde
  • accdr
  • accdt
  • appcache
  • avi
  • bin
  • bmp
  • bz2
  • cfg
  • chm
  • class
  • css
  • csv
  • dat
  • db
  • default
  • dif
  • djv
  • djvu
  • doc
  • docm
  • docx
  • dot
  • dotm
  • dotx
  • dxf
  • emf
  • eot
  • eps
  • epub
  • flac
  • flv
  • gdb
  • gem
  • gif
  • gpx
  • gz
  • htc
  • htm
  • html
  • ico
  • ics
  • initial
  • jar
  • jnlp
  • jpeg
  • jpg
  • js
  • json
  • keynote
  • kml
  • kmz
  • less
  • lzma
  • m4a
  • manifest
  • mbox
  • mdb
  • mdi
  • mht
  • mhtml
  • mobi
  • mov
  • mp3
  • mp4
  • mpd
  • mpp
  • mpt
  • mpx
  • mscx
  • mscz
  • msg
  • odbc
  • odg
  • odp
  • ods
  • odt
  • ogg
  • onepkg
  • onetmp
  • onetoc
  • onetoc2
  • pages
  • pde
  • pdf
  • png
  • pot
  • potm
  • potx
  • ppa
  • ppam
  • pps
  • ppsm
  • ppsx
  • ppt
  • pptm
  • pptx
  • prn
  • psd
  • psp
  • pub
  • rar
  • res
  • rpt
  • rtf
  • scss
  • sib
  • skp
  • sldm
  • sldx
  • slk
  • svg
  • swf
  • tar
  • taz
  • tbz
  • tcx
  • template
  • tgz
  • thmx
  • tif
  • tiff
  • tlz
  • tmp
  • tpl
  • ttf
  • txt
  • txz
  • vcard
  • vcf
  • vdx
  • vlw
  • vsd
  • vss
  • vst
  • vsw
  • vsx
  • vtx
  • wav
  • wma
  • wmf
  • wmv
  • woff
  • wpd
  • wpl
  • xla
  • xlam
  • xlc
  • xlm
  • xls
  • xlsb
  • xlsm
  • xlsx
  • xlsxm
  • xlt
  • xltm
  • xltx
  • xlw
  • xml
  • xps
  • xsd
  • xz
  • z
  • zip


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