Files and documents

With InEvent's Files feature, it is easy to share files with your event attendees, such as articles, catalogs, and presentations.

This article will guide you on how to upload, access, and delete files within your event.

Also check out this video on InEvent's Files feature:

Supported formats

The InEvent Files feature supports uploading of files in the formats listed below:

  • Documents: .CSV, .DOC, .DOCX, .PDF, .PPT, .PPTX, .XLSX
  • Video: .3GP, .MOV, .MP4
Uploading a video using the Files feature allows attendees to download the video from the Virtual Lobby through My Files. The uploaded video will not be accessible from the Live Studio Library for the host to play during a live session.
  • Images: .GIF, .JPEG, .JPG, .PNG
  • Audio transcription files

Adding files

Event files: Uploading files to the Files tab

To upload a file to the Files tab of an event, complete the following steps:

  1. Navigate to Event > Content > Files from the Event level.
  2. Click Add file on the top left corner of the page to upload your file. A pop-up box will appear.
  3. Press the green button to open the file selector.
  4. Select your file. The file upload will automatically begin. Once the upload process is finished, you will be prompted to enter a file name.
  5. Enter your file name in the Create file pop-up box.
  6. Press Create to finish uploading and creating your file.
When multiple files are selected, you will be prompted to enter file names separately.

Once your file is uploaded and created, a new icon will be added to the Files interface with the file name, format, and click count, as shown below:

Click count displays the total number of clicks on the Download and Preview button from Virtual Lobby > My Files. This means that when an attendee clicks on both Preview and then Download, the file will have a click count of 2.

Attendees can preview and download the file from My Files tab in the Virtual Lobby, as shown below:

Activity Files: Uploading files using the platform

Event organizers can easily upload a file to a specific activity. To do so, complete the following steps:

  1. Navigate to Agenda > Activities.
  2. Select the activity to which your file will be added.
  3. Click the Files tab.
  4. Click Edit.
  5. Press the red button to open the file selector.
  6. Select your file. The file upload will automatically begin. Once the upload process is finished, you will be prompted to enter a file name.
  7. Enter your file name in the Create file pop-up box.
  8. Press Create to finish uploading and creating your file.

Once your file is uploaded and created, a new list entry will be added to the Files tab with the file name and click count, as shown below:

You can add up to 100 files per activity.

Attendees can preview and download the file from the specific activity's Files tab, as shown below:

The file will also be accessible from My Files tab in the Virtual Lobby, as shown below:

The Location column in My Files will display the activity to which the file is uploaded.
Activity Files: Uploading files from an activity

To upload a file directly from an activity in the Virtual Lobby, follow the instructions below:

  1. Navigate to the Files tab from an activity.
  2. Click the paper plane icon to Upload a file.
  3. Select your file.
  4. Press the paper plane button to Send and upload your file. A pop-up box will appear.
  1. Enter your file name in the Type file name field.
  2. Press Create to finish uploading and creating your file.

Once your file is uploaded and created, it will be visible from the Files tab in the activity, as shown below:

The file will also be visible from My Files in the Virtual Lobby, as shown below:

Uploading files from the Virtual Lobby

Event organizers can upload files directly from the Virtual Lobby using the File Manager. To do so, refer to the following instructions:

  1. Navigate to My Files from the Virtual Lobby.
  2. Click the Upload Files button. A pop-up box will appear.
The Upload files button in My Files is only visible and accessible for administrators and staff members.
  1. Press Click to upload to open the file selector or drag & drop your files from a file explorer into the Upload a file box.
  2. Click Next to start uploading your file. Once your file is uploaded, you will be prompted to link your files to a specific activity or location.
  3. Press Upload files to finish uploading and creating your file.
You can also link your files to an Exhibitor or Sponsor room.

The newly uploaded file will immediately be visible from the File Manager and from the linked Activity, Exhibitor, or Sponsor room.

Files uploaded to an Activity, Exhibitor or Sponsor room are limited to 100 MB in size each. To upload larger files, enable the Large Files feature. This size limit does not apply when uploading videos to a Pre-recorded video session.
Uploading Large Files

To enable the upload of files larger than 100 MB within activities or session rooms, click on the Settings button located on the top right corner of the Files page. Then, click on the toggle next to Large Files, as demonstrated below.

Image showing settings pop-up in the Files page
Adding files to sponsor rooms

Click here to learn how to upload files that will be available in your sponsor rooms.

How do I delete a shared file?

Deleting event files (from the Files tab on the app and Virtual Lobby)

To delete a shared file you must go to Event > Content > Files. Press the Edit button > choose the file you wish to delete and an editing tab will appear on the right-hand side. There, press the orange Remove file button. A popup will appear > Press Remove to confirm. Finally, press End to finish editing and save changes.

Deleting event files

Deleting files from activities

To delete a file from an activity, go to Agenda > Activities > select an activity and then in the right side corner press Edit > Files.

You should see an orange button with a trash icon close to each file you have updated. Click on it to delete the file from this activity.

Removing activities files
On this page, you can also see how many clicks each file got. Only files added inside activities will show this kind of report.

Deleting files through the Virtual Lobby

To delete a file in the Virtual Lobby, click on the File tab on the right-hand side and press the trash icon.

How to delete a file in the Virtual Lobby

Check this article to understand the difference between each permission and learn who will have permission to delete files in a room.

Viewing files

When you upload files for the entire event, you will have the possibility to choose the their visibility. You just need to click on top of the selected file> press Edit> and pick the visibility accordingly. Press End to save the changes.

visibility of the files

Viewing files in the Virtual Lobby

My Files

If you wish to have a dedicated page for files in the Virtual Lobby, go to Settings > Tabs and click on Virtual Lobby. Then, make sure the tab My files is set to Visible.

In the Virtual Lobby, you can access the dedicated page by selecting the corresponding tab in the menu on the left-hand side, as shown below:

My files tab

On this page, all event files will be listed, including their location (to which room this file has been added) and the option to either preview it or download it.

Search file

You can also easily search for a file related to your event by typing the name in the Search button on the right hand side.

Search for file

Files uploaded to sponsor booths, activities and to the Event > Content > Files page will be displayed on this page.
My Agenda

Attendees can access pre-uploaded files linked to an activity in which they had enrolled in their Agenda - click here to learn more about it.

To see all documents linked to an activity: choose the activity, click on Details. You should see the files under the Materials section.

An attendee must be enrolled in an activity to view its files.
Inside the room

When inside a room in the Virtual Lobby, you should click on the Files tab to visualize all available files.

Viewing files in the app

To view a file in the app, tap on Menu > Files. For your files to be displayed in this tab, they should be added to the platform via Event > Content > Files as mentioned above.

Viewing files in an activity using the app

Tap the Schedule tab in the app, choose an activity, and press Details > Files.

Viewing files in My Files tab using the app

If the Virtual Lobby is available on the app, you can also access the files via My Files tab.

My files

Search file

You can also easily search for a file related to your event by typing the name in the Search button on the left hand side.

Search button in the app

Hiding files on the app

It is possible to hide files on the app and only make them available for attendees within the sessions listed in the schedule. To do so, go to Event > Virtual Lobby > Tools. Untick the checkbox for Files, and select End to save the changes.

This action will automatically disable the My Files tab.

Reporting activities' files

If you wish to generate a report on activities' files, you should select the activity > press Edit in the top right > select the Files tab > click Report files.

Reporting activities files

Once you click the button, a message will appear at the top of the screen, warning you that you will receive the file with the data in your email when the process is complete.

The spreadsheet will cover categories such as who viewed the file and how many clicks it got, the file URL, the first click date, among other data.


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