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Public files

Files that Axxya shares with the public, such as installers, demo links and training PDFs, belong in the Public folder of the Axxya Public Files SharePoint site. Use this folder instead of Box or Dropbox.

Public folder link (anyone with the link can view and download, no sign-in needed):

https://axxya.sharepoint.com/:f:/s/AxxyaPublicFiles/IgAadW9fRrUYSbwo56rl35ZPAfsF9nfm-HaI-xBym-SDQNQ?e=rRfHMn

The folder is owned by the SharePoint site, not by one person's OneDrive, so it stays available when staff leave. Members of the site can manage the files. In OneDrive it appears under Libraries, or under My files for anyone who has added a shortcut to it.

  1. Upload the file to the Public folder.
  2. Anyone with the folder link above can now see and download it.
  3. To link straight to one file, for example from an email or a web page, select the file and click Share. Open the link settings, choose Anyone, change the permission to Can view, leave the expiration date and password blank, and click Apply. Then click Copy link.

Always check the permission before clicking Apply. The share dialog can default to Can edit, which would let anyone with the link change or delete the file.

Replace a file​

To update a file that is already linked from somewhere, upload the new version with the same name into the same folder. SharePoint keeps it as a new version of the same file, so its link keeps working.

Do not delete a file and upload a replacement. The replacement gets a new link, and every email, web page or database row that used the old link breaks.

Sharing settings this depends on​

"Anyone" links only work because external sharing is set to Anyone for SharePoint in the SharePoint admin centre (Policies > Sharing) and for the Axxya Public Files site (Sites > Active sites). If either is lowered, or if an expiry is set for "Anyone" links, the folder link and every file link stop working for the public.

Files linked from the website​

  • "Nutritionist Pro Demo Link.pdf": the desktop demo instructions, linked from the confirmation and the "Email Sent to the lead" notification of the Diet Analysis and Menu Creation demo forms (Gravity Forms forms 2 and 4). The PDF in turn links to "Nutritionist Pro Demo install.zip" in the same folder. When the installer changes, upload it with the same name so the link inside the PDF keeps working.
  • "How to use NutritionistPro in a research study.pdf": the "Training PDF" link on /nutrition-education/research-study/.

Deleting an old copy elsewhere​

Before deleting an old Box or Dropbox copy of a file that has moved here, check where its link was sent. Emails from the website wrap every link in a WP Mail SMTP tracking redirect that holds the original address, so emails sent before the move keep pointing at the old copy; see Outgoing email. Freshsales emails keep whatever link they were saved with until they are edited.

Box and Dropbox links still used by the website, the Freshsales emails and the shop's desktop download links are listed in GitHub issue Axxya-Systems/issue-tracking#765. Move those files here and update the links.