Files are an efficient way to share documents among your active users in Elvanto. Here are some tips and steps to effectively add and manage files.
Adding Files
Steps to Add Files
- Navigate to the Admin Area: Go to the Files section.
- Click on 'Add File': Select this option to start adding your document.
Note: Max file size is 40MB. - Upload the File: Browse for a file to upload from your computer or simply drag and drop the file into the space provided.
- Fill in the Details: Provide a title and any relevant details. This includes selecting whether the file is published, setting an expiration date, and determining who has access to the file.
- Save the File: Once saved, you will see the File URL that can be used to share the file with others. If the file is an image, you will also get an Image URL that can be used to embed the image into an email.
Storage Limit
Elvanto provides a 10GB storage limit for each church account. Here are some tips to manage storage effectively:
- Regular Clean-Up: Regularly clean out unnecessary files to free up space.
- Prioritize Important Documents: Ensure that only essential documents are stored to avoid hitting the storage limit.
- Avoid Large Files: Large files can quickly consume your storage. Consider external storage solutions for non-essential large files.
Access Permissions
When adding or editing a file, you can control who can see it:
- Public Access: Some documents, like flyers for upcoming events, can be made public.
- Restricted Access: Other documents, like ministry handbooks, may be best restricted to specific demographics, locations, or departments. Set these permissions to ensure the right people have access.
Steps to Set Access Permissions
- Select File Access Options: Choose who can view the file. Members are users with a username and password who need to log in to view the file.
- Apply Lockdowns: Select any lockdown areas you wish to apply. This limits file access to those who meet the lockdown criteria.
Organizing Documents
Proper organization of your documents can save a lot of time and make it easier for users to find what they need.
Tips for Organizing Documents
- Use Appropriate Names: Save documents under relevant names.
- Create Folders: Use folders to categorize documents. This also makes it easier to apply access permissions to groups of similar documents.
- Avoid Generic Titles: Titles like "Untitled 2" are unhelpful. Use descriptive names to make files easier to find.
By following these guidelines, you can efficiently manage and share documents within your Elvanto account, ensuring that the right people have access to the right information.