The File Manager within SchoolAdmin replaces the need to rely on external services for hosting files such as logos, infographics, checklist documents, background images, and more. You can think of it as a digital file dropbox within SchoolAdmin! It can be accessed from 'Settings' -> 'General' -> 'File Management' on your SchoolAdmin site. 


How-To: Use the File Management Page

Uploading a New File

Once on the File Management page, you can click on the green Upload New File button towards the top of the page to select the desired file from your computer. The file will be uploaded with the same name it has on your computer (e.g. Record_Request_Form.pdf). You can click Edit to the right of the uploaded file and change the Display Name to make it easier to find. Changing the display name does not affect the URL of the file, so you will not need to update any links after changing it.

For all uploaded files, you will see a link in the Public Link column. You can click on it to download the file. To copy the link to use elsewhere, the best way is to right-click on it and select 'Copy Link Address'.

Editing an Existing File

If you want to upload a different version for any of your existing files, you can do so by opening the Edit menu. From here, click the option to Replace File and select the new file from your computer. Click on Submit to confirm the change.

The benefit of editing the existing upload is that it does not affect the original file's URL. This means that you can easily upload updated versions of your forms each year (or as needed), and you will not need to go update links throughout your SchoolAdmin site.

Deleting a File

To delete any of your uploaded files, click on the Delete button to the right of the file. A confirmation window will appear asking you to confirm that you want to delete the file. Please note: Deleting files from File Management is permanent. There is no way to recover deleted files.


Files uploaded to File Management can be linked in email templates, checklist parent explanations, and even online forms. First, you will want to copy the public link from the File Management page in your SchoolAdmin site. As mentioned above, the best way to do this is to right-click on it and select 'Copy Link Address'. Once you have the link copied, follow the instructions below to add it to other areas of your SchoolAdmin site.

For email templates:

In the edit window for your email template, click on the 'Insert Link' icon in the toolbar. This icon looks like a chainlink. In the box that pops up, paste the link you copied from File Management into the URL box. In the Text box, enter whatever word(s) you would like to be displayed. If you want the link to open in a new window or tab, check the Open in new tab checkbox. Once everything is set, click Insert to drop the new hyperlink into the template.

For checklist parent explanations, online forms, and code view on emails:

To create a link in these areas of the SchoolAdmin, you will need to use some HTML formatting. You will customize it based on your link and text you want to include; however, the basic format is:

<a href="[URL]" target="_blank">Click here</a> to download the file.

You will replace the [URL] in the above example with the link you copied from File Management. Make sure that it is still contained within the quotation marks. Anything contained within the <a></a> tags will become a clickable link, and you can customize the surrounding text as you like. The target="_blank" attribute ensures that the link will open in a new window or tab.

Here is an example of what adding a link looks like when setting up a checklist parent explanation from the admin side:

Here is that same example checklist item when viewed from the Parent Portal side:

Parents can then click on the blue 'Click here' text to download the file.


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