A Complete Guide to Uploading, Sharing, and Managing Files Learn how to upload, manage, and share files with idloom to streamline event communication and deliver tailored content to your attendees.

Introduction: Empower Your Event with Efficient File Management

Effective communication is the cornerstone of any successful event. With idloom’s file management tool, you can streamline how you organize, share, and publish event-related files, ensuring that the right information reaches the right audience at the right time. Whether it’s embedding documents on your event website, sharing resources in attendee emails, or curating tailored materials for specific groups, idloom provides a versatile and user-friendly platform to meet your needs.

This guide will walk you through the key features and best practices for using idloom’s file management system. From uploading and sharing files to customizing their visibility for different audiences, you’ll learn how to enhance attendee engagement and ensure smooth event operations—all while maintaining a secure and organized flow of information.

Let’s dive in and discover how idloom can elevate your event communication to the next level!

Getting Started: Managing Files for Your Event

To begin managing files for your event, navigate to the Content > Files section in your event website builder. This is your central hub for uploading and organizing event-related files or linking to externally hosted files.

What You Can Do in the Files Section:

• Upload Files or Link External URLs:
  • Upload files directly to idloom for secure storage and easy use.
  • Link to files hosted externally via a URL to ensure real-time updates and avoid storage limits.
• Set File Properties:
  • Display Locations: Choose where the file will appear—on your event website, in automatic attendee emails, or within the Attendee Hub.​​​​​​​
  • Accessibility Settings:
    • Decide if the file should be public and accessible to all registrants.
    • Restrict access to specific categories or options. For restricted files published on the website, they will only appear on the confirmation page once a registrant has made a corresponding selection.

With these tools, you can tailor file availability to enhance communication and deliver a personalized experience for your event attendees.

Adding and Managing Files

To add a new file and configure its properties:

1. Choose File Type:
   Select whether you want to upload a locally hosted file or link to an external file via URL.
2. Enter File Details:
   • Display Name: Provide a name for the file as it will appear to attendees.
   • File or URL:
     • For locally hosted files: Select the file to upload.
     • For external files: Enter the full URL to the file.​​​​​​​
3. Set Display Locations:
   Choose where the file will appear automatically:
   • On the registration website.
   • In confirmation emails.
   • Within the Attendee Hub.​​​​​​​
4. Define Accessibility:​​​​​​​
   • Language Filter: Select specific languages for which the file will be visible, if applicable.​​​​​​​
   • Audience Restriction: Decide if the file is public (available to all registrants) or restricted to specific categories or options selected during registration. For restricted files, they will only appear on the confirmation page once the registrant’s choices match the defined filters.​​​​​​​
5. Save the File:
   Once all settings are configured, click Save to add the file.

Managing Display Settings in the List​​​​​​​

You can quickly adjust where the file is displayed directly in the file list by checking or unchecking the options for Website, Email, or Attendee Hub. This allows for streamlined updates without navigating into individual file settings.

Publishing Options

On the Website

When enabled, files will appear in the Related Files section on the event homepage, making them easily accessible for attendees to download.

For multilingual websites, you can assign specific files to particular languages. For example, display English files on the English version of your website and Spanish files on the Spanish version, ensuring language-specific relevance.

In Automatic Emails

Files are included in a dedicated Files section at the end of automatic emails, provided as links rather than attachments. This approach keeps emails lightweight, minimizes the risk of being flagged as spam, ensures recipients always access the most up-to-date version, and avoids compatibility or size issues.

On the Attendee Hub

Centralize access to important resources by making files available in the Attendee Hub, creating an organized and engaging experience. The Attendee Hub reflects real-time updates, ensuring attendees have access to the latest event details and documents.

Targeted Accessibility

Files can be configured to reach specific audiences, ensuring the most relevant information is delivered to the right attendees. Use categories and options selected during registration to control access to files and enhance personalization.

For example:

• Share member-only schedules, VIP-exclusive content, or speaker materials with specific groups.
• Provide customized documentation, such as morning or afternoon session guides, based on the registrant’s selected event sessions.

Depending on your publishing settings, restricted files will appear:

• On the confirmation page after registration, if the attendee’s choices match the filter.
• In automatic emails sent to relevant recipients.
• Within the Attendee Hub for filtered audiences.

This flexible system ensures attendees receive precisely what they need, improving communication, increasing engagement, and maintaining a secure and efficient flow of content.

Working with Files

Once you’ve uploaded your files to idloom, you can seamlessly use them across any pages or emails via the WYSIWYG editor.

Inserting Files in Your Content

1. Place your cursor in the desired location within the editor.
2. Click the “Insert a Document” button.
3. Select the document you want to insert. The document’s display name will be added to your content as a clickable link, directing attendees to the file.

Copying File URLs

• Navigate to the File List in the Files section.
• Locate the More Details column and copy the file URL.
• You can use this URL anywhere, such as in external platforms or additional custom content.

Important Notes

• Unrestricted File Usage: Files inserted via the editor or shared using their URL do not enforce audience restrictions. Be mindful of where and how restricted files are used.
• Restriction Indicator: To help you identify restricted files, a small lock icon appears next to their name in the Insert a Document menu. This serves as a reminder that access limitations have been set for the file, even though the editor itself does not enforce these restrictions.

With these tools, you can flexibly integrate your files into your event communications while maintaining awareness of their access settings.

Enjoy,

The idloom support team.