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How to Create and Edit Files

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You can add and manage files in Elvanto through the Admin Area. Here's how to upload new files, set access permissions, and handle file versions.

Adding a New File

  1. Go to the Admin Area.
  2. Navigate to Files > Add File.
  3. Browse for a file to upload from your computer or drag and drop the file into the space provided.
  4. Provide a title and any details related to the file. This includes:
    • Selecting whether the file is published.
    • Setting an expiration date.
    • Choosing who has access to the file.
  5. Save the file. Once saved, you will see the File URL for sharing and, if the file is an image, an Image URL for embedding in emails.

You can read more about adding files to Posts, Pages, and Emails in this help article.

Limiting Who Can See Files

When adding or editing a file, you can control who can view it:

  1. File Access:

    • Members: Users with a username and password required to log in.
    • Lockdown Areas: Select 'Only the people assigned to the Lockdown areas below can view this file' to restrict access to those meeting specific criteria.

  2. Lockdowns:

    • Select lockdown areas to restrict file access to certain groups, such as a specific department (e.g., ‘Worship Team’).
    • Ensure you select ‘Only members can view this file’ or ‘Only the people assigned to the Lockdown areas below can view this file’ under ‘File Access’ options if lockdowns are applied.

File Versions

Keep track of document changes with File Versions:

  1. Click on the File Versions tab to view all previous versions.
  2. You can republish a previous version if needed.
  3. Upload new versions in the space provided and choose to either archive the current version or delete it.
  4. Use File Versions to upload modifiable documents (like Word or Excel) and publish only the PDF version.

Access Permissions

To allow members to access and manage files:

  1. Assign relevant access permissions in the Member Area or Admin Area.
  2. Use the Moderator Access Permission for users who need to view all files, regardless of lockdowns applied to individual files.

By following these steps, you can efficiently manage your files in Elvanto, ensuring the right people have access to the correct documents.

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