- Help Sheets
The Our Files application allows you to share and manage folders of files, ranging from minutes of meetings, documents, leaflets, and publications. You can organise your files into folders of similar topics. Visitors can download a copy of the files from your website.
Using the permissions system, you can set up private folders that only specified users can access, and even set up folders that allow your members to upload files.
To enable the application, go to the Content Management tab of the administration pages, then go to the Applications page, and click the Enable button next to Our Files. This application has no administration pages; files are added and managed through the public facing pages. When you are logged in as an administrator then you will see a set of action buttons in the application, allowing you to add and edit files and folders.
You can use folders to organise your files by keeping those of a similar subject in the same place. You can create folders within other folders, allowing you to create a structure that makes it easy for your visitors to find what they're looking for.
You can add several files at the same time by first creating on your computer a .zip file containing all the files you want to add to the folder. Click on Add a File and select your .zip file. Tick the box that says 'This is a ZIP file...'. The system will extract all the files in the .zip file and add them all to the current folder.
Files and folders can be copied, deleted, or moved to a different folder. This helps you to keep your files organised.
Note: when moving and copying files, the destination folder must not already contain a file with the same name as one that you are putting there.
You can add a new version of a file by clicking Properties next to the file and clicking Upload Revision.
Visitors can only download the most recent version of a file, though administrators can access the different revisions by clicking the Properties button for the file.
You can configure permissions on each file or folder independently by clicking on the Permissions button while viewing the file or folder. For example, you could configure a folder so it only had read access to members of your site.
By default, items have the same permissions as the item above it. i.e., a file has the same permission as the folder it is in. If you want it to have different permissions you can turn off the inheritance of permission by clicking the Do not inherit permissions button. You can then configure any permissions you like on that item.
In the standard configuration of your website, members have Edit permission, but normal users and members of the public do not.
For further details of how to use Permissions, see the Permissions section of the manual.
Registered users can sign up for an email notification whenever add a new file. To do this click on the request email notification link within the folder that you interested in receiving notifications from. Notifications are sent for any folder below the level at which you have requested notification, therefore to receive notification for all files then you should request notification from the top-level Our Files folder.
Once registered, unsubscribe from notifications by clicking on unsubscribe.