Adding files to plans

It's often helpful to be able to attach files to Plans so that they're available to those that need them. For example, a worship leader may wish to attach chord charts for the worship team or the speaker may wish to upload the keynote/powerpoint of their message so that the media team have it in time for the Sunday service. It's easy to upload files to Plans and Templates, but also to upload files to Library items so that those files are added to the Plan whenever that Library item is added. You can easily add files by "drag and drop" or using the file uploader. Here's how...

In this article

Adding files to Library items
Adding files to a Plan or Template
Viewing or downloading files
Managing file storage

Top Tip!

When Library items (and their linked files) are added to a plan or template, that item and any linked files become independent of the Library for that plan or template, allowing you flexibility to make custom changes to items on plans and templates without affecting the original Library item. Consequently, adding a file directly to a plan or template will not add the file to the item in the Library. Similarly, adding files to Library items will not show those files on existing plans or templates where that Library item has been added, but will show when the Library item is added to new plans or templates. Therefore, where you are adding new files to ChurchSuite, you will need to add them to the appropriate Library items and to any existing templates and future plans where that Library item has already been assigned.

Adding files to Library items

Working within the Library section of the Planning module, click on a library item Name to open a Library Item.

On the Files tab of the Library Item's "View" page, either drag and drop a file into the section under Manage files, or click Manage files.

On the Linked files pop-up, notice the tabs for Upload and Files...

Within the Files tab you to browse existing files to link to the Library item...

...or you can Search or filter by Category. Click the + button on a file to link the file to the library item.

You can upload a new file on the Upload tab. Here you can optionally assign a 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, music files.

Next, upload the file. Simply "drag and drop" the file into the drop zone, or click the Upload file icon to browse/navigate to the file you wish to upload. You can upload multiple files if you wish. The file is then uploaded and listed as linked on the left hand side. Close the pop-up when you are finished.

To Unlink a file from a Library Item, return to the Manage Files pop up, hover over the Linked file and select the red cross. This action will unlink the file from the Library Item, but will not delete the from the file store - files can only be deleted from the Files section of the Administrator/User area, as described at the end of this article.

The Library Item Files tab now lists the uploaded file(s).

When viewing the Library items list, notice the Files count column, indicating how many files are attached to each library item. Note also that you can Manage files directly from the Action menu on the right hand side of the list.

Adding files to a Plan or Template

As well as adding files to Library items (see previous section), you can add ad hoc files direct to any Plan or Template. Files added in this way are only added to this context and are not added to underlying library items in the plan or template.

To upload a file, from a Plan or Template's "View" page, either drag and drop a file directly onto the Plan item, or select Manage files from the Action menu of a Plan item.

On the Linked files pop-up, notice the tabs for Upload (the default) and Files...

The Files tab allows you to browse your existing files to attach to the Library item - you can Search or filter by Category. To select a file to link, click +

On the Linked files pop-up, optionally assign a 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, music files. Next, upload the file. Simply "drag and drop" the file into the placeholder under the Category, or click the Upload file icon to browse/navigate to the file you wish to upload. The uploaded file(s) is listed on the left hand side. Close the pop-up when you are finished.

Plan item files are distinguished on the Plan by a files icon - a paperclip avatar. Expanding the Plan item reveals the file.

Clicking on the file will open the file to view or download.

Viewing or downloading files

Selecting an uploaded file will open it in a pop up window with a preview if possible, otherwise we give you a download button to access the file.

For example, working here within the Files section of the Administrator area, selecting a PDF file will open the file to view in a pop-up (browsers support displaying PDFs), with the option to Download...

...whereas selecting a Keynote or Powerpoint file will simply provide an option to Download (browsers do not support displaying Keynote or Powerpoint files)...

...and selecting a ChordPro or OnSong file will open the file to view in a pop-up (browsers support displaying text-based files), with the option to Download...

Whether a selected file is 'preview-able' to 'download only' will depend on the file type.

Managing file storage

Both the Users and Administrator sections include a Files section. Here you can see your overall file store usage. The Search box can been used to search within the file store - the list of matching files auto-filters as you type. You can also filter by Category.

The progress bar shows file storage usage up to the 2Gb "free" allowance. When you pass the 2Gb threshold, the progress bar changes to show usage within and up to the next full Gb, like this example...

From within the Files section you can manage the files in your file store - either to Add file or to Edit or Delete an existing file.

File storage FAQs

Each ChurchSuite account (not site) includes 2Gb of free file storage. Unlimited file storage is possible.

For billing purposes, we take a snapshot of your active Address Book size and file storage size on the last calendar day of each month in order to calculate your billing module and file storage invoice for the next month.

We also review your active Address Book size and file storage size on the 20th of each month and where you are approaching a higher-priced billing tier, we'll sent the Billing contact an email to alert them to a potential upcoming increase in the your regular monthly billing.

File storage over 2Gb is charged at 25p per month per full or partial Gb - for example, storage of 2.01Gb would cost 25p per month. For customers billed in Euros the monthly cost is €0.33/Gb and for those billing US$, the cost is $0.45/Gb.

The are no restrictions on the types of files you can upload. The maximum single file size is 40Mb and the maximum single upload (for multiple files) is 40Mb.

Uploaded files are kept with your account data on ChurchSuite's servers hosted in the UK by Amazon Web Services (AWS). Like your ChurchSuite module data, files uploaded are the property of you the Data Controller. ChurchSuite is not responsible for the nature or content of files that a customer chooses to upload and store - please refer to our Acceptable Use Policy.

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