This lesson describes how to set up attachment types. Attachment types allow you to set up your files in such a way that your users only see the files that are meant for them. You only need to create attachment types for types of files that you DON'T want everyone to see.
This tutorial may be helpful along with the article:
There are 4 steps to get attachment types working.
- Creating Attachment Types
- Enabling Them for your Service Types
- Linking Positions to Attachment Types
- Assigning Files to Attachment Types
We have also explain two common issues and how to fix them
1. Creating Attachment Types
Access PCO Services Settings
Click your name & church in the top toolbar, then click the settings icon next to your church.
Note: only Organization Administrators will have access to the 'settings' page. You can be a regular administrator and not an Organization Administrator. The settings page affects all users of Planning Center Services.
In the Attachment Types section at the bottom of the settings page, click Add New. You only need to add Attachment Types to specify types of files you want to HIDE from some people. If you have a file type you want everyone to see, there is no need to create an Attachment Type for it.
Set Up Your Attachment Type
- Name: Give your attachment type a name to identify it. (Names are used for auto-matching, like Aliases)
- Aliases: When you upload files, if any part of the file name matches an alias or the attachment type name, it will automatically be linked to the attachment type. So for this example, if I upload files that include "Acoustic", "Capo", or "Chord Chart Capo" in the file name, they'll automatically be linked to this Attachment Type. In addition, Planning Center will link this attachment type to any people Positions that match. I have some people positions called Acoustic Guitar, so it will automatically link this attachment type with any Acoustic Guitar position, because of the "Acoustic" alias.
- Planning Center Charts: In this example, some of my chord charts are capoed only for the Acoustic Guitar player, so I've created an attachment type called Capo Chord Chart. I also want any of the Capo Chord Charts generated by Planning Center's Lyrics & Chords feature to be auto-assigned to this attachment type, so I've checked the Capoed Chord Charts box in the bottom right.
You can use Aliases for many common file extensions. For example, create an attachment type called "Audio" and then add ".mp3" as an alias. Any mp3 files you upload will automatically be assigned to that attachment type.
2. Enable Attachment Types for your Service Types
When attachment types are disabled, everyone scheduled to this service type sees all files. Once you enable them for a particular service type, your users won't see files with attachment types that aren't assigned to them.
3. Assign Positions to Attachment Types
Go to the dashboard by clicking on the main plans tab.
Go into a plan
Edit People Teams & Positions
Hover over the People sidebar and click on the gear icon next to your people.
Edit a position
Select one of your Teams, and then click on the pencil icon next to a Position
Link Attachment Types to this Position
Set which attachment types this position will be allowed to see. Click accept when finished.
Any people assigned to this position will now see files assigned to the selected Attachment types. For this example, people assigned to the Acoustic Guitar position will see "Chord Chart Capo" files, but will not see any files assigned to the "Chord Chart" type.
4. Assign Files to Attachment Types
After going back to the Songs page and clicking on your song or arrangement title, hover over any file you attached and click the pencil. For this example, I'm on a song arrangement page, but you can attach files to many places.
Link this file with an attachment type
If under "Attachment types" the drop down box says Unspecified, click on it, then click "Choose:" and all attachment types you've set up will appear, just as in the picture above. Click the accept button to save your changes.
This step showed how to change files you already attached, but new files work the same basic way, except that Attachment Types for new files are automatically assigned if any part of the file name matched an attachment type or its aliases.
Now your people will only see the files that are linked with their position.
Note: Scheduled Viewers won't see files that are assigned to other positions thru attachment types. Users with permissions of Viewer or higher will see all files, but the files meant for them will be in bold. This is true when expanding items in the plan, and also for the Download all PDFs feature.
No matter what your permission, the media player excludes files not meant for your position.
Media Player Missing Files
When any user loads the media player, it will not load files if the file's attachment type is not linked to their position. If you load the media player and no files are loaded even though you know there are files in your plan, then one of two things is probably happening.
- You are not scheduled to that plan. If all your files are assigned to attachment types, then they will be hidden unless you are scheduled to a position that is also assigned to those attachment types. If you aren't scheduled at all, then you won't be able to load any files assigned to attachment types in the media player. You can still hover over the item in your service and click the individual file to play it.
- You are scheduled, but the position you are scheduled for is not linked to the correct attachment type. Edit your teams, then edit your position and make sure the boxes for the attachment types that are checked are the same file checked when you edit each file.
Too Many Attachment Types
When you are editing a file, you should usually only be assigning it to a few attachment types. In fact, we only allow 15 attachment types to be set per file. If you are trying to assign one file to more than a couple attachment types, there is usually a more efficient way to do it.
For example, if you have an orchestra with 20 instruments, you might have 20 attachment types, one for each instrument. Great! But what if you want all instruments to see the main rhythm chart? You might try to assign every Rhythm Chart to all 20 instrument attachment types, which will take a long time for each file.
Instead, create a new Attachment type called 'Rhythm Chart' by following step 1 above.
Then go into the Teams in your Service Type (step 3 above), and assign each of your 20 instruments to the "Rhythm Chart" type. Each of your instrument positions will now be assigned to at least 2 attachment types, one for the specific instrument, and one for the main "Rhythm Chart" as shown below.
Now when you upload a Rhythm chart, you only have to assing it to one attachment type and all instruments will see it.
Remember, if you want EVERYONE to see a file, then you don't need to assign it to ANY attachment types. Just leave it blank and everyone can see it.