Inserting documents and files

On your Wild Apricot site, you can insert links to documents stored on your Wild Apricot account – such as PDFs, Word files, Excel files, etc. – that visitors to your site can view or download.

Clicking on the link will either open or download the document, depending on your browser and computer setup.

You can also embed documents – including PDF files – so that they appear directly on your web page. If you don't want to display the document within a web page, you can link to an external document viewer.

Linking to documents

You can insert links to documents stored on your Wild Apricot account while editing a site page, page template, email, email template, event description, blog post, or forum topic.

You can upload documents to your Wild Apricot account as part of the process of inserting a document link, or from the Files screen or using WebDAV. Using WebDAV allows you to copy multiple files or folders at the same time.

If you do not explicitly restrict file access, then files uploaded to your site can be accessed via a direct link, even if it appears on a restricted or encrypted site page. You should avoid storing any sensitive files or make sure their name and location can't be guessed. Search engines will not find and index them unless you link to them from your public web pages.

Inserting a document link

To insert a link to a document stored on your Wild Apricot account, follow these steps:

1. Begin editing the site page, page template, email, email template, or event description.
2. Click within the content gadget, email body, event description, blog post, or forum topic where you want the link to appear. The content editor toolbar should now appear at the top of the screen.
3. Select the text or picture you want to display as the link text. If you do not select text or a picture, then the file name of the document will be inserted as the link text.
4. For content gadgets, emails, and event descriptions, click the File icon within the content editor toolbar.
   
   For blog posts and forum topics, click the More menu and select the Insert file option.
5. From the Insert document dialog that appears, you can select a document already stored on your Wild Apricot account, or upload a document stored on your computer or network.
   You can navigate between folders in your account, and add, rename, or delete folders. You can delete a file from this dialog, but you cannot copy or move them to a different folder. You can copy and move files from the Files screen. For instructions on uploading a document stored on your computer or network, see Uploading a new document (below).
6. After you have selected the document you want to link to, click the Insert button.

Alternatively, you could just double click the file within the Insert document dialog.

Editing a document link

After you've inserted a document link, you can edit the link. As part of editing the link, you can change the link destination, select a link style, and enter a tooltip.

To edit an existing document link, follow these steps:

1. Click anywhere within the link text.
2. Click the Link icon within the content editor toolbar.
3. Select the Edit link option.
   
4. From the Edit link dialog that appears, you can change the link destination, select a different link style, or enter a tooltip to be displayed when a pointer is positioned over the link text or picture.
5. When you are finished modify the link, click the Apply changes button.

Uploading a new document

There are two ways you can upload a new picture from the Insert document dialog.

• You can drag and drop a file from File Explorer or Finder onto the dialog.
• You can click the Browse button and find the file on your computer or network.

In either case, the file you choose will be added to the currently selected folder.

You can upload any of the file types supported by Wild Apricot. The maximum size of each file is 100 MB. Your overall file storage limit depends on your billing plan.

After uploading the file, the file will be selected, and you can insert a link to it by clicking the Insert button.

Restricting file access

From the Insert dialog, 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. You can also restrict file access from the Files screen. For more information, see Restricting access to files.

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.

Deleting a file

To delete a file from the Insert document dialog within list view, click the Delete link for that file.

You will be prompted to confirm your intention to delete the file.

Limited administrators can only delete files that they have added themselves. 

To delete a file from the Insert document dialog within icons view, hover over the file then click the garbage can icon.

Switching to a different folder

By default, the Insert document dialog displays documents from the Documents folder, which is grouped under the Resources folder within your Wild Apricot account. You can select documents from – or upload documents to – any folder on your on your Wild Account.

To switch to a different folder, click the Resources link...

...to display the other folders grouped under the Resources folder.

Now, double click on the folder you want to switch to.

Creating a new folder

You can create a new folder under the current folder. To do so, click the New folder icon within the Insert document dialog.

You will be prompted to enter a name for the new folder. After doing so, you can click the OK button to add the folder or click the X button to cancel the addition.

Renaming an existing folder

You can rename any of the folders within your Wild Apricot account from the Insert document dialog. To do so, follow these steps:

1. Switch to the folder above the folder you want to rename. For example, if you wanted to rename the Documents folder, you would click the Resources link to display all the folders grouped under the Resources folder.
   
2. Click the folder you want to rename. It will appear highlighted.
3. Click the Rename folder icon.
4. Enter a new name for the folder in the field that appears.
5. Click the OK button.

Deleting a folder

To delete a folder from the Insert document  dialog within list view, click the Delete link for that folder.

You will be prompted to confirm your intention to delete the folder.

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

To delete a folder from the Insert document dialog within icons view, hover over the folder then click the garbage can icon.

Changing the file view

By default, the Insert document dialog displays a list of documents within each folder, along with file details such as date and size. This is called list view.

You can switch from list view to icons view, which displays icons instead of file details.. To switch to icons view, click the Icons view icon in the upper right corner of the Insert document dialog.

Changing the sorting order

You can change the order in which files are displayed, either in icons view or in list view. You can sort the files by name, date, type (file extension), or size, in ascending or descending order.

To change the sorting order of the files, click the sorting options that appear in the upper right corner of the dialog and choose a different option.

Embedding documents and document viewers

You can embed documents so that they appear directly on a Wild Apricot site page or event description. To do so, you enter code to embed the document.

If you don't want to display the document within the site page or event description, you can link to an external document viewer, so visitors can view the document without downloading it or having the required software to open the document.

Embedding PDF files

You can embed a PDF file into a Wild Apricot site page or page template, but not in an email or email template. The PDF file can be stored in your Wild Apricot account or on another site.

The PDF file may appear cut off horizontally on mobile devices.

To insert or embed a PDF file into a Wild Apricot site page, follow these steps:

1. In your Wild Apricot account, go to Sites pages (under the Website menu) and begin editing the site page where you want to insert the PDF.
2. Click the Gadgets icon to display the list of available gadgets.
3. Drag the Custom HTML gadget from the Gadget list, and drop it on the desired location.
4. After you have inserted the gadget, click the Edit code button within the page settings on the left.
   
5. In the dialog that appears, paste the following code:
   <iframe src="fileURL" width="100%" height="700"></iframe>
   and replace fileURL with the full URL of the PDF file you want to embed. You can also adjust the width and height values if you want. If you are embedding a PDF file stored in your Wild Apricot account, you can find its URL by right clicking over the file on the Files screen and selecting Properties from the menu that appears.
6. Click the Save button to save your code changes.
7. Click the Save button to save your changes to the page.

The PDF file should now appear on your site page.

If your browser cannot display PDF files, the file will be downloaded rather than displayed.

Embedding Google Drive documents

You can embed documents, spreadsheets, and presentations from your Google Drive into a Wild Apricot site page or event description.

For support embedding Google Drive documents, please contact Google.

To embed a Google Drive document, spreadsheet, or presentation, follow these steps:

1. Open the document, spreadsheet or presentation within Google Drive.
2. Click the File menu.
3. Select the Publish to the web option.
   
4. Click the Publish button.
5. Click the Embed tab and copy the embed code.
6. In Wild Apricot, begin editing the site page or event description where you want the document to appear.
7. Click where you want the document to appear, then click the S (Snippet) button.
8. In the window that appears, paste the code you copied from the Google site.
9. Within the pasted code, add width and height parameters to the <iframe> tag and set the values accordingly. In the example below, we've set both the width and the height to 500 pixels.
10. Click the Insert button to insert the code into the page.
11. Click Save to save your changes.

Embedding Scribd documents

If you want to embed documents stored on the Scribd document sharing site, you can insert code to embed the document on a page or event description in your Wild Apricot site.

For support embedding Scribd documents, please contact Scribd.

To embed Scribd documents on your Wild Apricot site, follow these steps:

1. Go to www.scribd.com.
2. Display the document you want to embed.
3. Click the Activity button.
4. Within the Activity window, click the Embed button.
5. From the Embed window that appears, review the options, including document size and whether you want to include a link to the document on the Scribd website.
6. Copy the embed code that appears on this window.
   
7. In Wild Apricot, begin editing the site page or event description where you want the link or document to appear.
8. Click where you want the embedded document to appear, then click the S (Snippet) button.
9. In the window that appears, paste the code you copied from the Scribd site.
10. Click the Insert button to insert the code into the page.
11. Click Save to save your changes.

Troubleshooting

• When opening a Microsoft Office 2007 or 2003 document – Word, Excel, etc. – using Internet Explorer on Windows 7 or Windows Vista, visitors to your site may be asked to enter a user name and password, even if the link appears on a public page. In this case, visitors can simply click Cancel and the document will open.