File Management

The system can act as a repository for documents - word, pdf, spreadsheets, images and more. Provided that you have the approprise permission level, you can upload documents and set their publishing controls via staff>manage files. If you are a member of staff and don't have upload permissions, you'll see all the existing documents in staff>staff files.

Uploading Documents

The process itself is pretty straight-forward. Once in staff>manage files, click on 'upload new file', after which the following form will appear.

Click the browse button to find the file on your local machine. NOTE - there is a maximum size limit of 2.5Mb. Any larger than this the system will try to upload it, then fail (so you'll wait for ages whilst it sends the data, then it'll fall over).

The title is the name of the document, and you can categorise your files by adding sections. Once you've added a section it will appear in the drop-down list from then on.

If you wish this file to only appear between specific dates, you can do so by selecting available from/expires dates.

Then select who the file is for. If you want to choose specific artists, then you can do so by clicking this option, then deciding which stage and/or performance type this file is for. NOTE - you can have either stage, or performance type or both.

You can also add a description if you don't think that it's obvious what the file is, or if it comes with specific instructions.

Click 'upload' (once!) to upload the document. Remember that the larger your document is, the longer it will take to upload!

File List

On the main file page, providing that someone has uploaded some files, you'll see a list of documents available, who they were uploaded by, whether they've available/expiry dates, and icons for editing and deleting.

To download a file, right-mouse click (ctrl-click on macs) and select 'save as'. Editing and deleting are done exactly the same as the rest of the system (providing you have the right permissions, of course).

Auto Removal

At the top of staff>manage files is the Auto removal button.

Turning this on means that any file that has a past expiry date will automatically be deleted from the system. If you try to turn it on and you already have old documents in the system, it will tell you that doing so will remove those files just to make sure that you don't delete them by mistake.

File Management