File Manager Documentation

Introduction

Group Package 1 websites contain default photographs, images and files, which are managed for you by Scouts Online. There is no ability to upload your own files.

If you'd like to upgrade to a higher package level, please contact us.

The File Manager stores all your photographs, images and document files.

Files can be uploaded into folders and sub-folders. Once uploaded, you can use your files on your website pages, in News and Blogs, Events, Photo Albums, User Profiles, Image Banners and Links Lists.

You can add a title and description for each file, which will be displayed when added to news articles.

The File Manager also includes a pre-populated library of Scouts photographs, images and badge images, which may be used inside your website.

Use Cases

The following panels show specific tasks. Click on a panel to see the procedures.

Create a New Folder

It's good practice to store your files into folders with logical names.

It's a good idea to set the folder layout of your website from the start.

You could have initial folders for each section and team in your Group District County and then have sub-folders within each of the initial folders. You may want to add sub-folders to hold photographs for each event or camp, and documents for your Trustee Board, like AGM reports.

To add a new folder or sub-folder, follow these steps:

Login with a Site Admin username and password
Open Admin/File Management
Move to the folder to add a sub-folder to
Add your folder name in the New field (below the folders list)
Click

Similarly, you may also delete a sub-folder, as follows:

Move to the folder to delete
Click

Fig. 1: Folders list

Fig. 2: Enter the new folder name

Fig. 3: New folder added

Upload Files

To show an image or file on your website, you will need to upload the file into the File Manager.

To upload one or multiple files to a folder, follow these steps:

Login with a Site Admin or Content Contributor username and password
Open Admin/File Management
Move to the folder you want to upload the files to. See Fig. 1
OR, create a new folder
Click
Navigate through the folders on your PC/device to located your files. See Fig. 2
Select all files to upload
Click (may be different on different devices)
NB. Images are resized down to help your website load quicker, but if you are uploading a single image for the home page Image Banners, you can tick the HiRes box to resize to a larger size
Click . See Fig. 3

Your file(s) are now ready to use on your website. See News and Blogs, Events, Photo Albums, User Profiles, Image Banners and Links Lists.

You can add a Name, Description and Location to your files here.

Fig. 1: Select folder to upload to

Fig. 2: Locate the files to upload

Fig. 3: Click the Upload button

Fig. 4: File uploaded

Describe Your Photos

You can add a Name, Description and Location to your files. These may be used when your files are displayed on your website.

You may add a Name and Description to the files you've uploaded. These are used throughout your website.

When files are added to News and Blogs, Events, Photo Albums and Image Banners, the Name and/or Description is used as a title, description or alternate name for the image.

To add details to your files, follow these steps:

Login with a Site Admin username and password
Open Admin/File Management
Select a folder and sub-folder
Find your file and click {Details]
The File's Details will be shown below the folder and files lists
Open the 'Notes' tab
Enter the Name, Description, Location and Date Taken fields, as required
Click

Fig. 1: File Detail's Notes

Get File Path

To add an image to an Image Banner module or a file link to a Links List module, you will need the path of the file.

In order to add photographs, images and document links to your website, you will need to find the path of the file.

To find the path for a file, follow these steps:

Login with a Site Admin username and password
Open Admin/File Management
Select a folder and sub-folder
Find your file and click {Details]
The File's Details will be shown below the folder and files lists

Use the Virtual Path, Full Path or a truncated path (E.g. /MyFiles/Group00000/Scouts/Jamboree/Union Jack.gif), as follows:

When adding an image to HTML/Text, use the Full Path or a truncated path
Image Banners - Use the Virtual Path
Links Lists - Use the Virtual Path

Fig. 1: File Detail's Notes

Add Files to News, Event, Album, User Profiles and Shop Products

You may add photographs, images, documents and YouTube videos to News, Events, Photo Albums and more.

You can link your files, and Scouts Online files to your News, Events, Photo Albums and more.

When creating news articles, events, photo albums, etc., you will see a 'Photographs & Images' tab. To add images there, follow these steps:

Move to the 'Photographs & Images' tab
Click
The File Manager Folders and Files
The File Manager Folders and Files panels will appear below
Select a folder and sub-folder
You can also upload files at this point
Tick the file(s) to add, or click
To see the photograph before adding it, click the File's button
Click the [Add to ...] button

Once files have been added, you may remove them by clicking Remove below the attached file. See Fig 2.

NB. When a file is added to news, events or a photo album, it will be shown against the file, in the File Detail, 'Where Used' tab.

Fig. 1: Select files to add to News, Events, Photo Albums, etc.

Fig. 2: Files attached to a news article

Scouts File Inventory

As well as showing your own photographs on your website, you may also use standard Scout photos and badge images from the inventory.

There is a fully-populated Scouting image inventory ready for you to use on your website pages and in your News, Blogs and Events .

To find a suitable image, follow these steps:

Login with a Site Admin username and password
Open Admin/File Management
Select 'Scouts Online Files' from the drop-down-list in the Folders panel. See Fig. 1.
Navigate through the folders to find a suitable image to use
The folders contain these:

SA_Badges
Badges and awards for all sections + adults

SA_Banners
Banner images displayed at the top of lots of pages

SA_Cutouts
Images without a background

SA_Facebook_Banners
Images to use on your Facebook page

SA_Images
Marketing images for all sections + adults in the Group

SA_Logos
Scout logos in many colours and styles
Click for a file to see the file paths to use on your website

NB. If you don't add an image to news or events, an image will be chosen for you, to show in lists.

Fig. 1: Select the 'Scouts Online Files'

Using the File Selector

Using the File Selector in the Image Banner, Links List and Page Title modules.

When you click the icon next to a file path field, it will open the File Selector.

To use the File Selector, follow these steps:

Click folders to see the folders and files within
Click a file icon to view the file
Click a or button to use the file in your field
When you've selected a file, the File Selector will close and the path of the file inserted into the field

Fig. 1: File Selector

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