> For the complete documentation index, see [llms.txt](https://docs.lightpost.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.lightpost.app/features/file-sharing.md). # 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 **Set expiration dates** — Automatically hide outdated content 5.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
TypeCommon Extensions
PDF.pdf
Document.doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt
Image.jpg, .jpeg, .png, .gif, .webp
Video.mp4, .mov, .avi, .wmv
Audio.mp3, .wav, .m4a, .aac
OtherAny other file type
#### 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.