Private Files

Private files are restricted to the Harvard Community or optionally just members of your site. Site visitors from the Harvard community will be asked to login with a valid HUID to access your private files also any member of your site will have access when logged into the site. Private files is the only way to upload a file that is not available to the public, they will stay private independent of site visibility.

Enabling the Private Files App

Before adding any Private Files, you must first make sure the app is enabled.

1. Locate the control panel on the left hand side of your site.
2. Select Settings.
3. Select Enable Apps.
enable apps

4. Search for PRIVATE FILES.
5. In the drop down menu, click PUBLIC.  

6. SAVE CONFIGURATION at the bottom of the page.

Setting Options

To view the available Private Files App settings:

1. Go to your Control Panel
2. Select Settings
3. Select App Settings
4. Select Private Files from the list of Apps
5. View the options and make any changes

private files setting screen

6. Click the Save button to save changes.
 

Adding Private Files

To add a private file:

  1. Go to the control panel
  2. Click to expand Site Content
  3. Click to expand Add
  4. Select Private Files

     
  5. Upon selecting Private Files you will be prompted to upload a file. If you want to view private files click cancel otherwise, upload the files you want to make private.

Alternatively you may click on   add fileto upload files. On the form you have the option to change the label, file name, or add a description. Remember to hit Save. You should now see your file listed in the Private Files Page. Tip: If the private file does not appear after saving, try refreshing the page.

Viewing Private Files

To view and manage private files:

  1. Go to the control panel
  2. Click to expand Site Content
  3. Click to expand Browse
  4. Select Private Files

Placing Private File on your Site

Once you have uploaded your file to the Private Files Section of your site, you can place a link to the file on your site. NOTE: Private Files may only be added as an Inline File. You cannot attach a Private File to a page. 

Instructions:

1. Under the Private Files tab of your content section, find the desired private file.  

2. Next to the file name, locate the grey box that will give you the option to "copy to clipboard". Select "copy to clipboard". You may also right click and copy link address.



3. Navigate to the area on your site where you would like users to be able to find the download for the file.  

4. Select or create text that you want to link the file to, highlight the text and select the link tool in the text editor. (See general instruction on Adding Inline Files but follow the instructions below for adding Private Files.)

5. Select the "Website URL" option and paste the link (from step 1) into this area 

website url text field

6. Click Save

When users click this link, they will be redirected to a page that will request them for their HUID or XID login information to gain access to the file. 
harvardkey

Updated:2Feb17