In Global System Settings (which you'll find under the "System Configuration" section of the Welcome menu), you can define a variety of system-wide settings and controls. The third section in Global System Settings, titled "File Upload-Specific Settings" and available by clicking "FILE SETTINGS" in the "JUMP TO" links, provides options for defining how file attachments work, as well as the types of file attachments allowed by WCONLINE. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.
Files can always be attached to client report forms by administrators when filling out the post-session report. Separately, file attachments can be attached to appointments by clients and administrators; however, that option has to be enabled on a schedule-by-schedule basis via the ALLOW FILES TO BE ATTACHED TO APPOINTMENTS option in Schedule Management. While the appointment form can support an unlimited number of attachments, the client report form is limited to a single attachment.
File Upload-Specific Settings
ALLOWED FILE TYPES FOR UPLOADS: This setting tells WCONLINE what types of files to accept for file attachments. By default (and if this field is left blank), WCONLINE allows for files to be uploaded if they end in one of the following extensions: .doc, .docx, .numbers, .odt, .pages, .pdf, .rtf, .txt, .wpd, .wps, .xls, or .xlsx.
If you would like to specify specific allowed extensions, enter those extensions as a comma separated list. For example, if you enter '.pdf,.docx' (without the quotes), WCONLINE will only allow uploads that end in .pdf or .docx. Files types should be listed as a period followed by the file type extension. File types associated with web programming, such as .js or .php, will not be allowed by WCONLINE. Keep in mind that files are limited to 5mb or less in size; therefore, allowing a typically large file format, such as .ppt, might prove difficult for clients. Instead, consider asking students to upload .pdf or a smaller file type.
ALLOW UPLOADS AT ANY TIME? By default, non-administrators can only upload a file if they have access to edit a given appointment. If you set the LIMIT WHEN APPTS. CAN BE CANCELED OR MODIFIED? setting in Schedule Management, then clients won't be able to edit their appointments within a specific number of minutes before the appointment is scheduled to begin. Since clients can't edit the appointment, they also won't be able to attach a new file to the appointment.
Some centers prefer that clients be able to attach files to an appointment at any time even if clients aren't able to edit the appointment itself, which is where this setting comes into play. If this setting is set to 'yes,' then non-administrators can upload a file to their current or future day appointments at any time and regardless of other limiting options.
CLIENT REPORT FORM FILE ATTACHMENT EMAIL ADDITIONS: When an administrator attaches a file to a post-session client report form, the administrator has the option to make that file available to the client either as an attachment to the email or on the appointment form. In response, WCONLINE sends the client an email alerting them to the file or providing the file as an attachment to the email:
A new file has been added to your appointment. The file is attached and can also be retrieved by going to demo.mywconline.com. Once there, log in, and then open the following appointment:
Appointment Date: January 28, 2021: 12:30pm - 1:00pm
Schedule: Writing Center (Alex Tutor)
The WCONLINE Demo
The content of the email that is sent to the client is based on other options within the program, such as whether or not the administrator wants the file to be attached or accessed from within WCONLINE. If you would like to add additional information to the client report form file attachment emails, such as information about why files are uploaded and made available to clients, include that information in this field. That information will then be included directly above the "Sincerely" text in the above outgoing email.
SECTION 1: Introductory Settings
SECTION 2: General Settings
SECTION 3: File Upload-Specific Settings
SECTION 4: Registration-Specific Settings
SECTION 5: Cross-Schedule Limits
SECTION 7: Social Media
SECTION 8: No-Show Policy and Enforcement
SECTION 9: Control Panel & Feature Access
SECTION 10: System Integrations
SECTION 11: Language Options
SECTION 12: Authentication Options