Enable, Upload, & Download Files

How to enable Files & upload session files as an admin.

Collecting presentations and audio-visual materials for conference sessions can be a time-consuming process. Challenges include transferring large multimedia files, keeping track of constant updates, ensuring content is organized, and finalizing details on a deadline.

Sessionboard now offers an intuitive experience for speakers and speaker managers to manage session files, upload and update files, and communicate with each other via the event portal. With a generous file size limit of 1.95 GB per file and built-in tools to manage versions and comments, our solution lets you regain control of the content management process.

• Enabling Content
• Uploading Files (Admin)
• View Submitted Files
• Content Comments
• Exporting Files

Enabling Content

Content can be uploaded to a session by any speaker who has portal access, or an event administrator.

To enable content upload...

1. Navigate to Sessions > Settings > Content
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2. Enable Content Upload by toggling this feature ON (i.e. GREEN).

   • This will allow speakers with portal access to upload content to their session(s). Note that admin users can upload content at any time via Sessions.

   • Toggling this setting off will prevent speakers from uploading new content; however, they can still see existing files and comments.
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   Once you have turned on Content Upload, the following settings can be applied:

   • Due Date: This will deactivate content upload via the portal at a specific date and time.

   • Accepted File Types: Admins can limit what file types they want to accept (such as Excel, Image, Video, etc.). Files that pose a virus risk (such as executable programs) will not be accepted for upload.

   • File Limit: Admins can restrict the number of files that can be uploaded per session. The range is 1-10 files. Versions of a file do not count toward this limit.

   • Limit File Size: Restrict the size of each file that can be uploaded by a speaker and admin.

   • Enable Comments: Admins and speakers can add comments to a file that has been uploaded.

Uploading Files (Admin)

Admins can upload content at any time by clicking the pencil icon to the left of a session and then selecting the tab 'Files'.

 

In Show/Hide Fields, adding the field “Content” to your view will show which sessions have content uploaded and the total number of files (not including versions).

View Submitted Files

To view files that has been submitted, you can either access files from the:

1. Files module
   In the content module, you can open and view the file that was submitted for review.
   
2. Sessions module
   From the sessions module, you can add the field Content to your dashboard to see which sessions have content associated with them.
   
   
   To view the file, select the pencil icon to the left of the session record and navigate to the Files page.  
   
   
   

File Comments

When a file is uploaded to a session, the session speakers and admin users can add comments to communicate with each other.

To view and send new comments, either click "Expand All" or the word "Comment". 

Each comment will automatically log the name of the user (admin vs. attendee/speaker) who made the comment and the time.

Exporting Files

There are two ways to download all of the file that has been shared by the speakers in the form of a zip file: 

Sessions Module

1. Navigate to the Sessions module and select the session(s) you would like to download files for.

2. At the top of your page, select "Download Content"
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3. Within the pop-up window, click the options beside “Group files by” to reorganize how content will appear in folders.

   1. NOTE: The latest version of all session files is included in the exported file. Files can be deselected if they should not be included in the file. Previous versions cannot be included in a file and must be downloaded directly from the session content tab.
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4. Once complete click "Generate Download". You will receive an email once the file is ready to download. 

Files Module

1. Within your event, navigate to the "Files" module.

2. You will see a list of files that have been uploaded, including the session they are associated with. Select the content you would like to download and click "Download Files" at the top of the page.
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3. Within the pop-up window, click the options beside “Group files by” to reorganize how content will appear in folders.

   1. NOTE: The latest version of all session files is included in the exported file. Files can be deselected if they should not be included in the file. Previous versions cannot be included in a file and must be downloaded directly from the session content tab.
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4. Once complete, click "Generate Download". You will receive an email once the file is ready to download. 

   Subject Line: [Sessionboard] Your file is ready