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Private Files Tool

George Hirsch
Updated

Use the Private Files Tool to add files within a page! You can set the properties and select who will have access to these documents. You can select an existing user group or create a single username and password. Files are stored within the Private Files Tool rather than in your File Uploads database. Files will appear as a link on your page. 

Add the Private Files Tool to Your Page

  1. Click Add Content.
  2. Select the Main tab in the Tool Menu.
  3. Locate the Private Files Tool under Community.
  4. Click and drag the tool to the main panel of the page.
  5. The Private Files Properties screen will appear.
  6. Select a Security Type: Use Existing User Groups or Set a Single Username & Password.
  7. Select an Include Faculty Groups option: All, Select Groups, or None.
  8. Select an Include Member Groups option: All, Select Groups, or None.
  9. Click Save (or Cancel to discard your changes).
  10. Click into the tool to add content.
  11. Type a heading in the Add Header field. 
  12. The tool defaults to Active status. (Click to select Inactive if you want to publish the content at a later date.) 
    • If Active, the tool will be accessible. 
    • If Inactive, the tool will not be accessible or visible on the page.
  13. Click Add File.
  14. Type a Title.
  15. Type a Description.
  16. Click Choose File under Upload Files.
  17. Click Add(or Cancel to discard your changes).

To make any needed edits, simply click into the tool. Click Delete in the toolbar to delete the tool.

*Note: Once added, you can move or copy your tool to another page by clicking Move/Copy in the Accordion toolbar.

Download a File From the Website

  1. Navigate to the your page with your private files on the live website.
  2. Click the file name.
  3. Type your username and password. 
  4. Click Login.
  5. Download the file.
*Note: Click History to the right of the file name in your Private Files Tool to view who has accessed the document and when the access occurred. 

Schedule An Access Status Change  

You can schedule a tool to become Active or Inactive on a specific date.

  1. Click into the tool.
  2. Click Schedule in the Private Files toolbar.
  3. Select a Date for the status change.
  4. Select a New Access Status.
    • If Active, the tool will be accessible. 
    • If Inactive, the tool will not be accessible or visible on the page.
  5. Type your email address(es) in the Notify Email Address(es) field if you want to be notified of the status change.
  6. Click Save(or Cancel to discard your changes).  

 

If you have any questions or need help, send us a note at communitysupport@factsmgt.com!

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