Path: Workspace Homepage >> Navigation Panel >> Settings >> Community >> Community Configuration >> File Library
| What is the File Library? |
|---|
| The File Library is a centralized location within Community Configuration for uploading, organizing, and managing files and images that can be reused across the community. |
The File Library allows the Community Administrator to upload, organize, and manage files and images that can be reused across the community. These assets can be applied as banner images, logos, campaign visuals, and community images, or added as downloadable files linked from various pages within the community. Using the File Library centralizes commonly used visual and file resources in a single, easily accessible location.
Role Permissions
- Community Administrator: Uploads, organizes, and manages files and folders in the File Library, including editing ALT text, marking files public or private, and deleting files.
- Community Moderator, Campaign Administrator, Campaign Moderator, Custom Administrator: Access level not specified in source content
TABLE OF CONTENTS
Search
Folders
File upload
Actions
File Limit, Size, and Types
Exceptions
Frequently Asked Questions
Search
The Search option allows the Community Administrator to look for a particular file or folder by its full name or part of it. The search results display all files and folders within the currently selected page that match the search criteria; items stored in other folders are excluded from these results.
Folders
The Community Administrator can create multiple folders within the File Library to keep it organized and easy to navigate. Folders are displayed in the order they were created, with the most recently created folder appearing at the end of the list.
To create a new folder, select the Create Folder button, enter the desired folder name, and save it. A sub-folder can also be created within an existing folder.
Each folder displays the number of files it contains and the total size of those files combined.
Folders can be renamed or deleted using the More icon (three dots) that appears next to the folder.
The Public folder stores all files that have been set to Make it Public.
Note: The Public folder is system-generated and cannot be deleted.
File Upload
To upload a file to the File Library, the Community Administrator selects the Upload File button to open the upload modal, selects the destination folder, and either browses the computer to choose a file or drags and drops the file into the designated area. Selecting Upload completes the process. Each file must not exceed the maximum file size shown on the upload modal.
Actions
For each uploaded file, additional options are available by selecting the More (three dots) icon in the Actions column.
1. Edit ALT Text
ALT text is alternate text shown to users when a file cannot be rendered for some reason. Selecting Edit ALT Text for an image opens a field for entering the text; selecting Save applies the change.
2. Make it Public
For a private community where the Community Administrator uses images in emails or banners and wants them available outside of the IdeaScale application, files and images can be marked public by selecting Make it Public. These files then become available for external communication.
Once a file is made public, it is removed from the main File Library area (Root) and instead housed under the Public folder within the File Library.
A public file can be made private again by selecting Make it Private under the More (three dots) icon in the Actions column. The file is then moved back to the Root folder.
3. HTML Code
Selecting HTML Code provides the embed code for the file, which can be inserted into various webpages.
4. Delete
Selecting Delete permanently removes a file from the File Library. If the deleted file is referenced anywhere in the community — for example, in banners, emails, or pages — it no longer displays in those locations. See Exceptions below.
Note: A deleted file cannot be recovered.
File Limit, Size and Types
The Community Administrator can upload an unlimited number of files under all paid subscriptions; however, the total file size allowed depends on the subscription level.
The following file types can be uploaded:
- Image Files: .gif, .jpg, .png, .bmp, .tif, .tiff, and .svg
- Audio Files: .mp3
- Video Files: .avi and .mpeg
- Documents: .txt, .doc, .docx, .xls, .xlsx, .ppt, .pptx, and .pdf
- 3D Printing Files: .obj, .stl, and .stp
Exceptions
- Deleted File Referenced Elsewhere: If a deleted file is referenced anywhere in the community — such as in banners, emails, or pages — those locations no longer display the file after deletion.
Frequently Asked Questions
Can a deleted file be recovered?
No. Deleting a file from the File Library is permanent and cannot be undone.
What happens to a file after it is made public?
The file is removed from the Root folder and moved into the Public folder within the File Library. It can be made private again at any time, which moves it back to the Root folder.
Is there a limit to how many files can be uploaded?
No. All paid subscriptions allow an unlimited number of files, though the total combined file size permitted depends on the subscription level.
Can folders be nested within other folders?
Yes. A sub-folder can be created within any existing folder in the File Library.
Can the Public folder be deleted?
No. The Public folder is system-generated and cannot be deleted.
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