User Files

Create a structure of folders and file names (labels)

A platform manager can create new folders and file names (labels). Later you can upload files for each user based on this organizational structure.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Add folder.
Enter:
- Sort order: Enter an optional sort order to control how the folders appear. When no sort order is entered, the folders are listed alphabetically.
- Folder description: Enter the name of the folder (for example, Student Files).
- Number of file names: Enter the number of files that will be included in the folder. You can add more files later. If you only know of 3 files so far, enter 3 and you can add more later.
Select Next.
- Sort order: Enter an optional sort order to control how the folders appear. When no sort order is entered, the folders are listed alphabetically.
- File name: Enter the file name (for example, Parking Permit, My Allergy Form). Consider this a label that shows where files with this designation will go.
Select Save & exit. The option to add a file name automatically appears next.

Edit folders and file names (labels) in the existing structure

A platform manager can edit existing folders, file names (labels), and details about how existing files are used.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Edit next to the appropriate file name (label).
Edit the properties as needed, determine who can access the file, or enter a file name description.

Use the formatting options to add emphasis or hyperlinks. For example, you could add a URL to link to more information or to your school's handbook.
Select Save & exit.

Add a file name (label) and details to the existing structure

A platform manager can create a file name (label) and enter details about how the file will be used.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Add file name next to the appropriate file.
Enter the necessary information.
Select Save & exit. You are now ready to upload files individually or in bulk.

Delete an empty folder or unused file name (label) from the structure

A platform manager can delete empty folders and file names (labels) that have no corresponding uploads.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Delete next to the appropriate file name (label).

Edit the order for sorting folders and file names (labels) in the structure

A platform manager can rearrange the order of folders and file names (labels) within the organizational structure. The order that you set in bulk also determines how the files appear for individuals.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Edit sort order.
A text box appears next to each folder and file name in the organizational structure. For each text box, enter an integer that is number greater than or equal to zero.
- Folders with the lowest numbers will be listed first. Folders with the highest numbers will appear after these.
- Within each folder, file names with lower numbers will appear before file names with higher numbers.
- Items without a specific sorting number will appear after items with numbers.
- When multiple items have the same sort number, they will be sorted alphabetically (as a secondary sorting method).
Tip: To sort everything alphabetically, clear the text boxes to ensure there are no sort numbers for folders or files.
Select Save. The folders and file names are rearranged based on the order you determined.

Grant or revoke access to files

Platform managers grant users permission to view user files.

Users can have access to their own user files.
Parents can have access to their child(ren)'s user files.
Faculty roles (such as faculty, staff) can have access to other user' files.

Tip: To view which roles currently have access to a file, select Core, System tools, Bulk upload, Manage user files. Next to the appropriate file name, select or hover your cursor over the Information icon (i).

You'll grant and revoke access to files in bulk.

Select Core.
Select System tools.
Select Bulk upload.
Select Manage user files.
Select Edit next to the appropriate file name (label).

Edit the properties as needed to determine who can access the file.
Under File access, select the associations and roles who should have access. Then select Add access. the selection appear in the Access group default column.
For each group, enter a Publish date when the files should appear in the user's Files & Forms view. You can also enter an Expire date to limit how long the files are available to the users.
To revoke access for a group, select the option on the group's row and then select Remove selected.
Select Save & exit.

Upload user files in bulk

For instructions, see upload user files in bulk (to an existing structure of folders and file names)

Upload user files for an individual (to an existing structure of folders and file names)

A platform manager must set up a structure of folders and file names in bulk. After you have an organizational structure in place, platform managers can add user files to an individual's profile.

From Core, use the People finder to access the profile page for an individual. Then select Files & forms.

Tip: The files and forms for the individual and any of the individual's children appear. To upload files for one of the children, access the child's profile instead.
For the individual's files and forms, select Upload file.
Select the file from your local computer.

Tip: Want to know more about what you can upload? See Supported File Types, Embed, iFrame & Script Code .
Select the Folder the file should be stored in.

Then Select the File name that should be used to label the file.

Tip: If the Folder or File name you want does not appear in the drop down menus, close the individual upload. A platform manager can edit the structure of folders and file names, and determine which roles have access to the files. After the platform manager adjusts the structure in bulk, you can access the user's profile to attempt to upload the individual file.
Select Save.

View a user's files & forms.

Platform managers can view user files and forms.

From Core, use the People finder to access the user profile page for an individual. Then select Files & forms. The files and forms for the individual and any of the individual's children appear.

You can select whether to show or hide completed forms from the list of files and forms.

To see an uploaded file, select the file name. Or from the file's row, select the ellipsis (...) and then select View. The file is downloaded to your local computer based on your internet browser setting.

You can also complete some forms on a user's behalf.

Tip: Users can see their own Files & forms from the down arrow next to your name at the top of any school capability. Although each user can continue working on their own (or a child's) outstanding forms, the user can't delete or modify files that were previously uploaded.

Delete a user's file

Platform managers can delete user files.

From Core, use the People finder to access the user profile page for an individual. Then select Files & forms. The files and forms for the individual and any of the individual's children appear.

From the file's row, select the ellipsis (...) and then select Delete and Confirm you want to permanently remove the file.

Users can't delete their own files. Parents can't delete their children's files.

Determine who can manage user files

Platform managers can grant users the right to manage the organization structure of folders and file names (labels), and the right to manage the files themselves.

From Core, Security, Roles, select a Role whose members should have rights, and then select Tasks. Search the list of tasks for all tasks related to "user files" and then grant or revoke rights for all members of the role. For more information, see Roles & personas.

Migrate legacy attachments

Some school may have user profiles with content attachments and links that were originally stored in Podium profiles. If a user records includes this content, an Attachments tile appears on the Contact card of the user’s Core profile. You can find use the People finder to access the Contact card tab for a user whose record includes this sort of legacy content.

Although you can’t add new attachments from here, you can select a file from the tile to view and download an existing legacy attachment. Users can’t view attachments about themselves.

For schools that want to retain this content permanently, we strongly recommend you download the files. Then from Core, select System tools, Bulk upload, Bulk upload user files, and re-upload the content so that it appears in the user’s Files and Forms instead. After you save the desired content, Delete the legacy attachments from the tile on the user’s Contact card.

User Folders & Files