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Managing Attachments, Files and Photos

A Guidance Note for Owners and Moderators

 

This page is not intended to be a complete A – Z of operations associated with Attachments, Files, and Photos; the intention is to provide some guidance on a problem that is reported fairly often so that Group Owners and Moderators can quickly and easily carry out the relevant investigation and work out a solution that best fits their Group’s requirements.

 

How does the problem manifest itself?

Group Managers find that they or their members (dependent on some Settings) are unable to upload Files and / or Photographs.

 

What are the likely causes?

The problem is most probably caused by either the Group's storage limit having been reached, or because a Setting (or possibly more than one Setting) is incorrect, perhaps having been inadvertently changed.

 

What is an individual Group’s Storage Limit?

This depends on the type of group in question: Basic (free) Groups have a 1 GB limit; Premium Groups 10 GB and Enterprise Groups 1 TB. See the details on the Groups.io Pricing page.

 

What counts towards a Group’s Storage Limit?

This is copied from the FAQ section of the Groups.io Pricing page:

The following are counted towards the storage limits for your group:

  • Files
  • Photos
  • Images in databases
  • Images in wiki pages
  • Message attachments

Messages themselves are not counted towards the storage limits, only any attachments.

 

How can the actual storage used be checked?

There are two ways of doing this, of which the first is only available to Owners & Moderators with "Billing" permission.

Using the Tabs at the left of the screen select Admin > Upgrade (or Admin > Billing on a Premium group).  This will present a Billing Overview that clearly shows the storage in use and the balance remaining.

 

The above was taken from a "Basic" Group (1 GB storage limit) with Attachments disabled.

 

The second method is available to all subscribers on a group. Using the Tabs as above select Files or Photos. Towards the bottom of the either page there are details of the storage occupied by Files or Photos, depending on the Tab selected. On the Photos page there is also a figure of storage used by Attachments which share space with Photos. An example from a "Photos" section is shown below.

 

Add the figures on the two pages to determine the total storage used. 

If the total storage used is at, or very close to the available limit, then uploads may be inhibited and one of two courses of action is likely to be necessary.

The first is an Upgrade to a Premium or Enterprise group, which of course requires a payment or an increased payment. Go to Upgrade as described above and proceed as directed.

The second is the deletion of some of the stored material; see the next section.

There is also a further course of action possible; some members have images as part of their signatures, and these are stored as Attachments. Members can be asked not to have images as part of their signatures, although there can be no certainty that they will remove them. Even if they do their removal can only be effective once previously stored "signature images" have been deleted.

 

Deleting Attachments, Files and Photos

A wiki page for this has already been prepared, and it is linked here.

 

Having looked at possible storage limitations, it is worth considering any “Settings” errors.

 

Settings for Attachments, Files, and Photos

How any given group handles Attachments, Files, and Photos is subject to a number of settings available only to Owners and Moderators. Separate settings apply to each of the three subject areas.

From the Tabs on the left hand side of the group page go to Admin > Settings.  This brings up the (main) Settings page; scroll down to Message Formatting, and look for Attachments, controlled by 2 drop – down menus.

The Attachments drop – down menu provides the following options:

  • Allow
  • Bounce
  • Strip
  • Moderate

The group from which the screenshot was taken does not allow attachments and they are “stripped”.

The Out of Space drop – down (only applicable if attachments are allowed in the first place) determines what happens if the storage limit is reached; the options are:

  • Delete Old Attachments
  • Bounce Messages.

Check that the settings match your group’s requirements.

 

Scroll further down the same page to Features, and within that section Files.

The Permissions drop – down menu provides the following options:

  • Subscribers can view and upload
  • Subscribers can view, moderators can upload
  • Subscribers cannot view, moderators can upload
  • Files are disabled

There is also a checkbox that allows photos to be uploaded to the files section; they still take up some of your allotted storage space. It must be noted that this checkbox only affects the uploading of photos in a photograph format, e.g. jpg; photographs embedded in documents (e.g. Word or pdf) are not controlled by this checkbox.

Check that the settings match your group’s requirements.

Immediately below Files there are corresponding settings for Photos.

 

The Permissions drop – down menu provides the following options:

  • Subscribers can view and upload
  • Subscribers can view, moderators can upload
  • Subscribers cannot view, moderators can upload
  • Photos are disabled

The Max Size in Photos drop – down determines the resizing of photographs uploaded from the web UI; this is down to personal choice, but it is worth remembering that the larger the photo size allowed the more storage is used up. Once uploaded, photos can only be reduced by a potentially long and tedious process that loses the original photo “owner”. It is not a recommended course of action.

The Max Size in Email drop – down is similar, but relates to photographs attached to emails. As these count towards storage as attachments some care is also required here if the storage limit is not going to be reached too quickly.

Note: images inserted into formatted (HTML) message bodies are resized to a maximum of 640 x 640, if that's less than the Max size in Email setting. Inserted images also count toward the storage limit.

Check that the settings match your group's requirements.

Finally, don't forget that any Settings changes will not take effect unless the following (at the bottom of the page) is clicked:

 

What the User Sees

Part 2: Settings and How They Appear  (In Preparation)

 

Long Term Files & Photos Management

To follow; perhaps linked elsewhere.