Adding files to songs, library items and plans

It's often helpful to be able to attach files to Plans so that they're available to those who need them. For example, the preaching team might upload the Keynote/PowerPoint of their sermon message so that the media team have it ahead of time for a Sunday service. As well as uploading files ad hoc to a plan, files can also be uploaded to songs, like chord charts and lyrics sheets, and to library items, like a countdown video or announcement slide images.

Adding files to songs

Working within the Songs section of the Planning module, click on a song Name to open the item to view. You can use the Library Search or Advanced Search to locate an item in a long list - the list filters as you type in the search.

On the Arrangements tab of a song View, select Manage files from the arrangement Actions. Note that a song can optionally have multiple arrangements, each with its own linked files.

On the Linked files pop-up, you can search and select from the existing files previously uploaded to ChurchSuite - use the Search and Category filter on the Files tab to narrow the results.

Click + to select an existing file and link it to the song arrangement. Selected items are added to the Linked files list on the left of the pop-up. You can search, select and link multiple song files if you wish.

Alternatively, switch from the Files tab to the Upload tab and drag and drop a file into the upload drop zone. You can upload multiple files if you wish. Note the options to assign a Colour and file Category - either create a new Category (press <enter> to add the newly-typed category) or select from the list of previously-used categories. Categories are a helpful way of grouping together different types of files e.g. song chord charts, sermon media, and music files.

The uploaded or selected files are immediately linked to the song arrangement, shown listed under Media & Files on the Arrangements tab of the Song. You can return here at any time in the future to further manage a song, its arrangements and linked media and files.

Adding files to library items

Working within the Library section of the Planning module, click on a library item Name to open the item to view. You can use the Type filter and Search to locate a library item within a long list - the list filters are you type in the search.

On the Files tab of a library item View, either drag and drop a file into the drop zone - the file is uploaded to the library item...

...or click Manage files to upload the file.

On the Linked files pop-up, you can search and select from the existing files previously uploaded to ChurchSuite - use the Search and Category filter on the Files tab to narrow the results.

Click + to select an existing file and link it to the Libary item. Selected items are added to the Linked files list on the left of the pop-up. You can search, select and link multiple files to library items if you wish.

Alternatively, switch from the Files tab to the Upload tab and drag and drop a file into the upload drop zone. You can upload multiple files if you wish. Note the options to assign a Colour and file Category - either create a new Category (press <enter> to add the newly-typed category) or select from the list of previously-used categories. Categories are a helpful way of grouping together different types of files e.g. song chord charts, sermon media, and music files.

The uploaded or selected file is immediately linked to the library item and listed on the library item Files tab.

Returning to the Library section, a Files counter is shown. You can return to this section at any time to make changes to library items - see our related support article for further information on Managing library items, but note the library action to Manage files directly within the list.

Adding files directly to a plan or template

Adding files to song arrangements and library items - explained in the previous two sections - has the distinct advantage of ensuring those files are always accessible on plans and plan pages wherever those song or library items are added to plans or plan templates. However, you can also add files ad hoc directly to a Plan or Template - ideal for sharing plan-specific files, like your weekly announcements graphics.

Note: Files can only be added directly to non-song plan items - song files can only be added against the appropriate arrangement in the Songs section of the module. Ad hoc files added to a plan or template are not added to the related items in the Library.

To upload a file, from a Plan or Template's "View" page, either drag and drop a file directly onto the Plan item - the dropzone become visible as the file is dragged over the plan item - or choose to Manage files from the plan item Actions.

On the Linked files pop-up, the Files tab enables you to search and select from your existing files. Hover over a file of interest and click + to immediately add the file to the plan item - selected files are moved to the Linked files list on the left of the pop-up.

Alternatively, switch to the Upload tab to drag and drop a new file on the dropzone. The file is immediately uploaded and added to the plan item. You can optionally assign a file Colour and a Category. Either create a new Category (press enter to add the newly-typed category) or select from the list of previously used file categories. Categories are a helpful way of grouping together different types of files e.g. song chord charts, sermon media, and music files. Close the pop-up when you are finished.

Plan items with files are distinguished by a paperclip icon. Expanding the plan item reveals the file.

Clicking on the file will open the file to view or download - a playable video file in this example.

Viewing or downloading files

Clicking on a file from a plan or template will open a file preview in a pop-up where possible, otherwise, a download option is provided. In the above example, a video file, clicking on the file opens a playable preview of the video. A Download option is also provided. Selecting a Keynote or Powerpoint file only gives the option to Download - web browsers do not support displaying Keynote or Powerpoint files...

...and selecting a ChordPro or OnSong file opens the file to view, with the option to Download...

Managing file storage

Both the Users and Administrator sections can access the Files section of ChurchSuite. Here you will see a full list of all stored files. The Search bar and Category filter can be used to find particular files in a long list - the list of matching files filters as you type. A progress bar shows file storage usage up to the 2Gb "free" storage allowance. When you pass the 2Gb 'free' storage allowance, the progress bar changes to show usage within and up to the next full GB. From this section, you can fully manage files - to Add file, or Edit or Delete an existing file.