❖ Heads up! This article is intended for Advanced Program Managers. Advanced Program Managers are only available on Amplify sites.
Your site offers several options for sharing important information with your volunteers, other Program Managers, or Site Managers. For example, you can upload important documents with user files or share private details in user notes. So, what's the difference between user files and user notes?
If you want to upload important documents to volunteer profiles, you can use the Files area of a user's profile. Files can be:
Public: Shared with the volunteer and anyone with access to their profile.
Private: Only shared with those with access to their profile or who receive a shared link.
Files are a great way to record and manage important user-specific documents.
If you want to capture important information only shared with other managers, then you can create User Notes. These are notes that you, another Program Manager in your Program, or a Site Manager add to a user's profile. Only Site Managers and Advanced Program Managers can edit or view user notes.
Notes are great for recording important or sensitive information about volunteers that only those with access to the user's profile can view. Volunteers cannot access or view these notes. Please see Private User Notes: Advanced Program Managers for more information.
User Files Explained
User files can be shared with the volunteer or set to private. When a file is private, it can only be accessed by you, other Program Managers in your Program, or Site Managers—unless shared via a shareable link.
User files are stored on a user's profile under the Files tab in their profile area. Users can upload files to their profiles and view any that you, another Program Manager in your Program, or a Site Manager have uploaded to their profiles if they're public.
Users can't view private files uploaded to their profiles unless shared with them via a shareable link.
What you store in user files depends on your organization and the information you want to capture. For example, you can store things like volunteer evaluations or onboarding documents. These can be set to private so that only managers with access to the user's profile can view them or directly share them with the user.
Uploading User Files
1. Go to Volunteerism > Users.
2. Select the user you want to upload a file for.
3. Click the Files tab from the Edit User page.
4. Click +Add File.
5. You can either click Upload and select the file from your desktop or drag and drop it to the Drag & Drop Files field. You can also upload multiple files at once.
6. If you want the file to be private, check the box beside This file is private. The default for files is public, so check this box if you want the file to be private.
When a file is set to private, it can't be viewed by the user unless it's shared with them via a shareable link. You can't edit a file's privacy status once it's uploaded. It must be deleted and re-uploaded if you want to change the privacy status for an uploaded file.
7. When you're ready, click Save.
Tips & Tricks:
Did you click the wrong file? No worries! Just click Cancel and locate the correct file.
Did you accidentally set the privacy to private on a file you want to keep public? You'll need to delete the file and start over since files can't be edited once uploaded.
Deleting User Files
You can delete a user file if you're the one who uploaded it to their profile. Go to the Files area of the user's profile and click the X under the Options column for the file you wish to delete.
You won't see the X under the Options column for any files uploaded by a Site Manager or the user.
Sharing User Files
Regardless of the privacy setting, you can copy the share link found under the Options column for a user file and share it.
Please note that Site Managers and other Advanced Program Managers overseeing the Programs the user is assigned to can access private user files at any time.
The Volunteer Perspective
A volunteer can view public files uploaded to their profile anytime. If the files are set to private, they won't appear in the Files area of the user's profile. Volunteers can access their public files by:
1. Clicking their initials or profile picture from the top menu bar.
2. Selecting My Files. This opens the user files area from the volunteer perspective.
3. To view their files, they need to click the file title. This downloads the file to their computer where they can access it whenever. Volunteers can also share their files with the shareable link under the Options column.
