Upload-delete a document

The Wild Apricot file system is easy to use. For help, log in to Wild apricot, and use the Help Center there to look up on "File Management".

For convenience in using files on our Webspark sites, ASURA uses a file folder system. Before beginning your document upload, make sure that there is a suitable folder to file it in:

1. Log into the site 
2. Click on "Content" in the gray/white horizontal menu bar (the admin menu)
3. Click on the "Media Browser" tab. If you don't see a set of five tabs look for three small dots toward the upper right side of the screen. Click on the dots and then on "Media Browser". You should see a list of all folders for the site.
4. If there is not an appropriate folder you can add a folder:
   1. Click on "Structure" in the admin menu and then on "Taxonomy" This gives you a list of the various types of taxonomies available.
   2. Click on "List terms" for "ASURA Files and Images. You should see a list of current folder names.
   3. Click on "+ Add term". Add the folder name in the "Name" box and click on "Save"

For files located on Wild Apricot

Steps for managing Wild Apricot files are described in the Wild apricot Help Center. Search on "File management". Note: If you are updating an existing document, right-click on the existing document and choose "Update file".

For files located on Webspark sites

1. Click on "Content" in the gray/white horizonal menu (the admin menu) 
2. Click on the blue +Add media button.
3. Choose “Document”.
4. In the "Name" box give the document a name (this is not the file name). Do not leave this blank. The name should be reasonably descriptive and not overly long. The following documents have naming requirements. Note: to correct a file name after you have completed the upload, find the file name in Content, the files tab. Click on "Used In" places, then on the listed Entity, then change the name and save.
   1. Board minutes - "Board Minutes for Mmm yyyy"
      
      Mmm is the 3-letter month of the meeting
   2. Annual report  - "Annual Report for yyyy-yyyy"
      
      yyyy-yyyy is the membership year.
   3. Prime Times - "Prime Times mmm yyyy"
      
      mmm is Feb, Jun, or Oct
5. Upload the file from your computer using the “Browse” button.
6. Choose the appropriate folder by clicking on the "Root directory" button and then on the appropriate folder.
7. Click on "Save"

You will need a document's URL to link to it from text or a button.

To obtain a URL for a document stored on Wild Apricot:

1. Log in to Wild Apricot with an account that has administrative privileges.
2. Swith to Admin view by clicking on the button in the top right.
3. From the menu on the left, choose Website, then from the menu on the top, choose Files.
4. Locate the file you want by using the file navigation system. Right-click on it and choose Properties. Copy the Location -- this is the file URL.

To obtain a URL for a document stored on website servers:

1. Click on Content from the admin menu.
2. Click on the Files tab or the three small dots in the upper right part of the screen.
3. A document just uploaded will be at or near the top of the list.
4. A document previously uploaded can be found by entering the file name or part of the file name (not the document name) in the Filename box and clicking on the Filter button
5. Right mouse click on the selected document's file name and then Copy link. (This is for Windows. Mac users probably know how to do this on their computers.)
6. Paste the copied URL into the spot for it in the link you are creating. 

Wild Apricot

1. Locate the file in the file system.
2. Right-click on it, and choose "Delete".

Webspark

1. While logged in to the site, click on the Content button at the upper left, then click on the Media browser tab.
2. Click on the folder that contains the document and locate the document within the folder. Click on the icon for the document, then click on "Delete media". This will remove the document from the folder. The next step will remove the document from the site.
3. Still in Content, switch from the Media browser tab to the Files tab. In the boxes at the top, enter a word that appears in the document name (i.e., the name that ends in .php) in the Filename box and "pdf" in the MIME type, then click on the Filter button. You should now see a short list of documents that meet your search criteria.
4. Find the document that you want to delete. It should show a zero in the "Used In" column.  If it does not -- either you have the wrong file or you have not deleted the document from the folder, as indicated above.
   
   
   
   If it does show that the document is used in 0 places, click on  "delete", which appears at the right end of the line. This should change the document's status from "Permanent" to "Temporary". It is now scheduled for deletion.