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We have officer reports that are uploaded to a subgroup every other month. The membership needs to be able to view the content of those files, but there is really no need to actually download them as they are only for information.? Also, the members get an email about a new file being uploaded but then have to go to the website to actually access the file (which then has to be downloaded).?

Have I missed a feature that simplifies this process?? Currently we are uploading the file which triggers the email, but then we are sending a manual topic email with the contents of the file in it so that members can see the content without downloading.? ?Most of the files are either PDF files if that helps.
Thanks
Beth

On Wed, Aug 8, 2018 at 03:10 PM, Beth Weld wrote:

Have I missed a feature that simplifies this process?

No, I don't think you have.

Let's have a look at a "notification message"; it will contain a link that takes the user straight to the file in question. Now my preferred option is to use Groups.io via the web UI so all I need is one "click" and the file in question downloads; I read it and then close it.

The same notification is sent by email to those using email access, and it will contain the same link. However, it will require that those wishing to read the file to be logged in to see it.

Is that really too much to expect? Messaging using Groups.io does not require prior log - in, and that's fine, but quite a few of the available functions do require users to be logged in to use them; you have identified Files, but the same "restriction" applies to Photos, Databases, Calendars, and very likely most wiki sections.

Is you query about downloading, or does it really relate to the need to be logged in?

I sometimes wonder if those who find needing to be logged in to be too much trouble take the same view when it comes to using Amazon, ebay and the like.

Chris

Beth,
#1 - upload triggers email - that's caused by checking the "Notify Members" checkbox on the upload dialog.? If you plan to send a message later about the file being uploaded, no point in notifying them at the time of upload so uncheck the box.
#2 - viewing files in browser - this is somewhat handled by the browser.? Both MS Edge and Chrome have built-in PDF file viewers so when I view PDF files on groups.io, they display in my Chrome browser.? The setting in Chrome is Settings -> Advanced -> Content Settings -> PDF Documents => there is a switch for "Download PDF files instead of automatically opening them in Chrome", if that's OFF Chrome will display the file.
If you have a JPG file, Chrome wants to download it.? But MS Edge prompts Open/Save/Cancel and if you click on Open, it will download to a temp location (not the users Download folder) and open the file using the program associated with a JPG file on your system, in my case, that's Picasa Photo Viewer, but on Windows would likely be the Windows Photo Viewer.??
So there are ways to do what you want that do not involve groups.io.
Toby

PS - I note that in the Photos section, clicking on a JPG file does?display it in the browser as a special case.? But in the Files section, no distinction between files types is done and they are all sent to the browser in the same way.

PPS - there is an Admin->Setting->Files option to:

On Wed, Aug 8, 2018 at 10:10 AM, Beth Weld wrote:

We have officer reports that are uploaded to a subgroup every other month. The membership needs to be able to view the content of those files, but there is really no need to actually download them as they are only for information.? Also, the members get an email about a new file being uploaded but then have to go to the website to actually access the file (which then has to be downloaded).?

With the proper browser plugin, it is possible for your subscribers to read a PDF file online without actually downloading it. Last time I installed Adobe Reader, this browser plugin was installed by default.

Have I missed a feature that simplifies this process?? Currently we are uploading the file which triggers the email, but then we are sending a manual topic email with the contents of the file in it so that members can see the content without downloading.? ?Most of the files are either PDF files if that helps.

I'm kinda unclear on which steps in the current process you find most objectionable.?

Assuming the report needs to be uploaded to the files area for archival purposes, then you should of course continue doing that. As you seem to have discovered, groups.io can send notification that you have done so; but there is no facility to automatically forward the file's content to your subscribers.

If you don't want to force people to log into the site, the most straightforward way to avoid that is to also send the original PDF file as an attachment to a group email.?With the proper group settings (see Admin>Settings>Message Formatting>Out of Space) this attachment will eventually be deleted, leaving only your "archival copy" behind.

If you also don't want to force subscribers to install a PDF reader, the most straightforward way to avoid that is to do what you are already doing.

I hope this helps, but it probably doesn't.

Bruce
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