# File Sharing

### Overview

With File Sharing, you can:

1. **Upload files** — PDFs, documents, images, videos, audio, and more
2. **Organize with folders** — Group related files together
3. **Control visibility** — Restrict access to specific audiences
4. **Set expiration dates** — Automatically hide outdated content
5. **Share publicly** — Make files available on your Lightpost website

***

### Creating Files

#### Uploading a New File

1. Go to **Files** in the admin panel
2. Click **New File**
3. Complete the form:
   * **Title** — Display name for the file
   * **Upload File** — Select the file from your computer
   * **Type** — Choose the file category (PDF, Document, Image, Video, Audio, Other)
   * **Folder** — (Optional) Select a folder to organize the file
   * **Expire Date** — (Optional) When the file should no longer be visible
4. Set visibility options (see Visibility Settings below)
5. Click **Create File**

#### Supported File Types

<table><thead><tr><th width="181">Type</th><th>Common Extensions</th></tr></thead><tbody><tr><td><strong>PDF</strong></td><td>.pdf</td></tr><tr><td><strong>Document</strong></td><td>.doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt</td></tr><tr><td><strong>Image</strong></td><td>.jpg, .jpeg, .png, .gif, .webp</td></tr><tr><td><strong>Video</strong></td><td>.mp4, .mov, .avi, .wmv</td></tr><tr><td><strong>Audio</strong></td><td>.mp3, .wav, .m4a, .aac</td></tr><tr><td><strong>Other</strong></td><td>Any other file type</td></tr></tbody></table>

#### Editing Files

1. Click the pencil icon next to any file
2. Update the title, type, folder, expiration, or visibility
3. Click **Save Changes**

**Note:** To replace the actual file, delete the existing one and upload a new file.

***

### Creating Folders

Folders help organize your files into logical groups.

#### Creating a New Folder

1. Go to **Files** in the admin panel
2. Click **New Folder**
3. Enter the folder details:
   * **Title** — The folder name
   * **Expire Date** — (Optional) When the folder should no longer be visible
   * **Subfolder of** — (Optional) Place inside another folder
4. Set visibility options
5. Click **Create Folder**

#### Folder Nesting

Folders can be nested **one level deep**. This means:

* You can create folders at the root level
* You can create subfolders inside root-level folders
* You cannot create folders inside subfolders

**Example structure:**

```
Ministry Resources/         ← Root folder
├── Worship Team/           ← Subfolder (allowed)
│   └── Song Charts.pdf     ← File in subfolder
├── Small Groups/           ← Subfolder (allowed)
└── Leadership/             ← Subfolder (allowed)
```

#### Navigating Folders

In the admin panel:

* Click any folder to view its contents
* Use the breadcrumb navigation to go back to parent folders
* The file count and folder count are shown for each level

***

### Visibility Settings

Control who can see your files and folders with these visibility options.

#### Visibility Options

| Setting        | Who Can See                  | Use Case                        |
| -------------- | ---------------------------- | ------------------------------- |
| **Default**    | All logged-in members        | General church resources        |
| **Hidden**     | Admins only                  | Draft files, internal documents |
| **Public**     | Anyone via Lightpost website | Public resources, visitor info  |
| **Men Only**   | Male members only            | Men's ministry resources        |
| **Women Only** | Female members only          | Women's ministry resources      |

#### How Visibility Works

* **Hidden files** appear in the admin panel but not in the member app
* **Public files** are accessible on your Lightpost website (if enabled)
* **Men/Women Only** files filter based on the member's gender in their profile
* Visibility settings on folders apply to viewing the folder itself; files inside inherit their own settings

#### Visibility Badges

In the admin file list, visibility is indicated by colored badges:

* **Hidden** — Gray badge
* **Public** — Blue badge
* **Men Only** — Blue badge
* **Women Only** — Pink badge

***

### File Expiration

Set expiration dates to automatically hide time-sensitive content.

#### Setting an Expiration Date

When creating or editing a file or folder:

1. Click the **Expire Date** field
2. Select the date when the content should expire
3. Save your changes

#### What Happens When Content Expires

* Expired files and folders no longer appear in the member app
* Expired content remains in the admin panel (marked as expired)
* You can extend or remove the expiration date at any time

#### Use Cases for Expiration

* Event handouts that are only relevant for a short time
* Seasonal resources (VBS materials, Christmas programs)
* Temporary announcements or bulletins
* Time-limited study materials

***

### Organizing Files

#### Moving Files to Folders

When editing a file:

1. Select the destination folder from the **Folder** dropdown
2. Save changes

To remove a file from a folder, select "None" from the folder dropdown.

#### Sorting Files and Folders

Files and folders can be reordered using drag-and-drop:

1. In the admin file list, hover over the drag handle (⋮⋮) on the left side of any row
2. Drag the item to its new position
3. The new order is saved automatically

#### Storage Usage

The admin panel displays your current storage usage, showing how much space your uploaded files occupy. Monitor this to manage your account's storage capacity.

***

### Member Access

#### Viewing Shared Files

Members access files through **Shared Files** in the member app:

1. Open the member app
2. Navigate to **Shared Files**
3. Browse folders and files
4. Click any file to download

#### What Members See

Members only see files and folders that:

* Are not hidden
* Are not expired
* Match their gender (for Men/Women Only content)
* They have permission to access based on their role

#### Downloading Files

When a member clicks a file:

1. A secure, temporary download link is generated
2. The file downloads to their device
3. The link expires after a few hours for security

**Note:** Download links are personalized and time-limited. Members cannot share download links with non-members.

***

### Public Files

Make files accessible to anyone through your Lightpost website.

#### Making a File Public

1. Edit the file or folder
2. Check **Public**
3. Save changes

#### Where Public Files Appear

Public files can be displayed on your Lightpost website if your website template includes a files section. Contact your administrator to enable public file display on your website.

#### Public vs. Member Files

| Aspect         | Member Files       | Public Files                        |
| -------------- | ------------------ | ----------------------------------- |
| **Access**     | Login required     | No login needed                     |
| **Visibility** | Member app only    | Website + member app                |
| **Best for**   | Internal resources | Visitor resources, public downloads |

***

### Best Practices

#### Organizing Your Files

* **Use descriptive titles** — "2024 VBS Registration Form" is better than "Form"
* **Group related files** — Keep all small group materials in one folder
* **Set expirations** — Don't let outdated content clutter your file list
* **Review regularly** — Archive or delete files that are no longer needed

#### Managing Visibility

* **Start with default visibility** — Only restrict when necessary
* **Use Hidden for drafts** — Upload files early, make visible when ready
* **Consider your audience** — Use gender-specific folders for appropriate content

#### File Naming

* Include dates in titles for recurring content: "Weekly Bulletin - January 15, 2024"
* Use consistent naming patterns across similar files
* Avoid special characters that may cause download issues

***

### Frequently Asked Questions

**How do I replace a file without changing the link?** Currently, you need to delete the old file and upload a new one. The download link will change.

**Can members upload files?** No, only administrators with file management permissions can upload files.

**What's the maximum file size?** This depends on your account settings. Contact support if you need to upload very large files.

**Why can't a member see a file I uploaded?** Check that the file is not hidden, not expired, and that visibility settings (Men/Women Only) match the member's profile.

**Can I create more than two levels of folders?** No, folders are limited to one level deep. You can have root folders and one level of subfolders.

**Do expired files get deleted?** No, expired files remain in the system but are hidden from members. You can extend the expiration or delete them manually.

**How secure are the download links?** Download links are temporary and personalized. They expire after a few hours and cannot be shared with others.

**Can I see who downloaded a file?** Currently, individual download tracking is not available.


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