File management

Overview

Your WildApricot account includes space to store files, such as documents and images. You can share a link to an uploaded file by copying its URL address from the file's properties.

There are three ways that you can upload to Files in your account:

• 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 images 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 WildApricot 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 WildApricot 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. The limits are as follows:

• Trial accounts: 100 MB
• All other subscription plans: 2 GB

Note: Member-uploaded file attachments and member photo albums do not count towards your site storage limit. 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 and folders in the Files screen

You can upload, view, and manage your files using the Files screen.

1. Select Settings from the admin sidebar menu.

2. In Global settings, under Your account, select Files. 

Use the Views drop-down menu at the top of the window to change the Files view from a list to thumbnails. 

Click on a folder or file to view its contents of that folder. You can navigate through subfolders by clicking on the plus sign (+) in the folder panel or by double clicking on the folder icon in the file list panel.

Right click on a folder or file name to view all options, including:

• Update
• Download
• Copy
• Cut
• Rename
• Delete
• Properties
• Access permissions

Uploading files in the Files screen

To upload a file, follow these steps:

1. Select Settings in the admin sidebar menu.

2. In Global settings, select Files.

3. In the Files view, click Browse to select a file from your computer. You can also drag and drop files from your desktop onto the Files screen.

4. Select the file you want to upload and click Open.

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

WildApricot allows you to upload many common file types. See the list of Supported file types (below). If you need to upload a file of a different type, please contact support.

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

Deleting files or folders in the Files screen

To delete a file or folder, follow these steps:

1. Select Settings from the admin sidebar menu.

2. In Global settings, under Your account, select Files. 

3. Locate the name of the file or folder you want to delete and right click on it. This opens the options window.

4. In the options window, select Delete. When prompted to confirm, click OK. 

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 nycs.wildapricot.org site can be accessed using http://nycs.wildapricot.org/resources/Pictures/coffee.jpg.

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.

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 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
Download or open the file using 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. Limited administrators can only delete files that they have added themselves.  

Properties
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
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. Limited administrators can only delete folders that they have added themselves.  

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 ( _ ).

Searching for files

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

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.

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.

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