Files
SmartyGrants allows users to host files within the system.
For example, you may wish to insert a link to a PDF that explains the funding guidelines for your grant program into a form, a round webpage message or an email. These files need to be hosted online, and some grantmakers do not have the ability to host these files themselves. SmartyGrants will host these files for you and provide you with the required links (URLs) so applicants or users can access those files.
The function to manage and upload files across the entire account is available to Administrators and System-Wide Program Managers.
A list of files relevant to a specific program, along with their URL, can be viewed by any user with access to a program in the Files tab of said program.
Table of contents
Uploading files
There are two different places a file can be uploaded:
At an account level, via the Account Settings. These files are then automatically listed across all programs in your account.
At a program level, within a Program. These files will only be listed within that specific program.
Account files (listed across every program)
To start, click on the Settings icon (cogwheel) at the top of the screen. Under General, select Files.
The Files tab will give you the option to upload new files, as well as list any files that have previously been uploaded.
Click on the folder icon beside Upload File to upload a new file. Your computer will then prompt you to browse and select a file saved locally to your device.
Important:
Files must be saved locally on your computer before they can be uploaded into the system
Files must be of a supported type. A list of supported file types can be found here.
Files must be no larger than 25MB.
Program files (files only listed in a specific program)
To start, select the name of the program.
Select the Files tab.
The Files tab will give you the option to upload new files, as well as list any files that have previously been uploaded.
Click on the folder icon beside Upload File to upload a new file. Your computer will then prompt you to browse and select a file saved locally to your device.
Important:
Files must be saved locally on your computer before they can be uploaded into the system
Files must be of a supported type. A list of supported file types can be found here.
Files must be no larger than 25MB.
List of files available
Once a file has been successfully uploaded, it will be listed on the Files tab of the account settings and/or the relevant program.
To access the link, find the file you need the link for in the list. You can use the Search function to the top-right of the list if you have many files to search through.
Once you have found the file, under the Actions column, click on the Options button to the right of the file name.
From the Options list, select Copy Link.
When the link is copied, the Options button will note that the link has been copied by quickly displaying ‘Copied!!!’ for a short time.
The link has now been copied to your clipboard. You can then navigate to another page in SmartyGrants to paste the link into the required area (e.g. the Round webpage message, into a form via the form builder). The URL will reference you account’s applicant home site, for example: https://farmvillecouncil.smartygrants.com.au/d/files/dlm/xxx
Download an existing file
If you would like to download a file that has already been uploaded, you can do so two ways.
Option 1
When viewing a list of files at either the Program or Account level, locate the name of the file from the list. Click on the name (hyperlink). Your computer will then prompt you to save the file locally.
Option 2
Clicking on the Options button to the right of the file. You will see the Download option - once this is clicked, your computer will prompt you to save the file locally.
Replace an existing file
When viewing a list of files at either the Program or Account level, to replace an existing uploaded file, click the Options button to the right of the file required to be replaced and then select Replace.
SmartyGrants will then prompt you to browse for and select a file that has been saved locally.
Note: If you replace a file, this will overwrite the original file and you will no longer be able to use it. You may consider archiving the file instead, and uploading the intended replacement as a entirely new link. Archived links are still ‘active’ and their files can still be accessed.
Archive an existing file
When viewing a list of files at either the Program or Account level, to archive an existing file, click the Options button to the right of the file required to be archived and then select Archive.
SmartyGrants will show the following message asking you to confirm if you would like the file archived. To confirm, click the blue Archive button.
Important: An archived file’s link will remain active even if the link has been archived. If the link has been used in a specific round, specific form, or sent via email it will still be accessible. If you need to override the file completely, consider replacing the file instead.
Once you have archived the file, it will still be accessible from the Archived screen.
Reactivate an archived file
When viewing a list of files at either the Program or Account level, click on the Archived tab as shown in the below screenshot.
You will then see the list of archived files. Find the file you wish to reactivate, and then click on the Options button to the right. From the menu, select Reactivate.
SmartyGrants will show the following message asking you to confirm if you would like the file reactivated. To confirm, click the blue Reactivate button.
Important: When links to files hosted on SmartyGrants' server are made public (e.g. as part of a published Public round webpage message) those links, and the contents of the hosted file, may return as results in a search engine’s (e.g. Google, Bing) search results.