Insert Images and Files Into Text Editor Fields

There is no menu option within Volunteer Impact for the File Manager. It can be accessed via the “Insert” menu within any Rich Text Editor field.

About the File Manager

You can save images and other files to the File Manager and insert them into Text Editor fields (e.g. description fields for Custom Fields / Qualifications / General Interests / Activities / Feedback Fields etc., the body of an email, Volunteer News, and more).

You can include / exclude any of these settings when creating or editing a “Limited Admin Role”:

  • Upload, Edit, or Delete files in the rich text file manager
  • Insert images or links to files in the body of an email
  • Insert images or links to files into rich text areas other than email

NOTE:

This feature is not supported in “legacy” browsers (e.g. Internet Explorer 8, Internet Explorer 9, etc.).

Should I use the Document Library or the File Manager?

Document Library

  • This is a central repository where administrators can add files that could be used by administrators and/or volunteers.
  • If a document is available to volunteers, they will see a “Files” section on their Home page in MyVolunteerPage.com. Files are not accessible to volunteers without a username that is associated with your organization.
  • In an enterprise environment, files in the Document Library at the enterprise level are available to the member organizations.

File Manager

  • The main use for the File Manager is to insert an image into the field (example: a logo at the bottom of an email) or a link to a file. Items uploaded to the File Manager will only be visible to volunteers if they can see applicable field.
  • Files in the File Manager can be included as links in any Rich Text Field where the File Manager is available (e.g. descriptions for custom fields, qualifications, interests, activities, etc., within the body of an email, a welcome message, and so on).  Files could then be accessible to volunteers before they log in and before they even have a username associated with your organization, if they are included in the description of an active General Interest or in the pre-assigned description of a publicly-visible Activity.
  • In an enterprise environment, files in the File Manager will only be accessible to administrators at the level at which they were added (i.e. at the Enterprise level only or within one specific organization).

Upload a File to the File Manager

  1. Edit any Text Editor Field
  2. From the “Insert” menu, select “Insert/edit image” (or “Insert/edit link”)
  3. Click on the “File Manager” icon to the right of the Source field (or URL field if you are in the “Insert/edit link” dialog)
  4. From the “Upload” menu, select “Local machine”
  5. Select the file you wish to upload and click [Open]

Images can be any of the following file types: JPG, JPEG, GIF, PNG. The maximum file size allowed is 4MB. For further details on allowable file types, please see “Valid File Types”.

NOTE:

Care should be taken to upload only appropriate sized images. If a large image is used and then scaled down, this can severely impact the performance of any pages/emails that need to load them.

IMPORTANT:

Anything that is uploaded here and inserted into a Text Editor field is accessible to anyone who can see the field. Forwarding that link via email could also make that file public. Sensitive files or documents not intended for a wide audience should not be uploaded to the File Manager.

Manage Files in the File Manager

  1. Edit any Text Editor Field
  2. From the “Insert” menu, select “Insert/edit image” (or “Insert/edit link”)
  3. Check the box corresponding to the image or file
  4. From the “Manage” menu, select the desired option:
    • Cut / Copy / Paste
    • View
    • Rename
    • Download
    • Edit
    • Remove
  5. Click the [Close] button to close the File Manager

You can also right click on the file to see these options.

NOTE:

Deleting or moving of files /images should be done with care. If any emails or Text Editor fields contain a link to these files, that link will be broken if the file is moved or deleted.

Insert an Image Into a Text Editor Field

IMPORTANT:

Do not copy and paste an image directly into a Text Editor field. Upload the image to the File Manager first, then follow the instructions below to insert that image into the Text Editor field from the File Manager.
  1. Edit any Text Editor Field
  2. From the “Insert” menu, select “Insert/edit image”
  3. Click on the “File Manager” icon to the right of the Source field
  4. Check the box below the desired image
  5. Click the [Insert] button
  6. Optionally, enter an “Image description”
  7. Optionally, resize the “Dimensions” of the image
  8. Click the [Ok] button to insert the image into the Text Editor field

TIP:

You can also switch to full screen mode in the Text Editor by clicking the [Fullscreen] button.

Insert a Link to a File Into a Text Editor Field

  1. Edit any Text Editor Field
  2. Optionally, highlight the text you wish to link to the file
  3. From the “Insert” menu, select “Insert/edit link”
  4. Click on the “File Manager” icon to the right of the URL field
  5. Check the box to the left of the desired file
  6. Click the [Insert] button
  7. Edit (or enter) the “Text to display” in the Text Editor field
  8. Edit the “Title” text to display to volunteers when they hover over the link
  9. Select the “Target” when the link is clicked on (“None” (i.e. the same window) or “New window”)
  10. Click the [Ok] button to insert the image into the Text Editor field

Other Tutorials Related to the File Manager:

Document Library

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