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Alva Digital Downloads

Managing Your File Library

Learn how to view, organize, edit, and delete files in your digital product library.

Accessing Your File Library

Section titled “Accessing Your File Library”
  1. Open the Alva Digital Downloads app
  2. Click Files & Packs in the navigation menu
  3. Select the Files tab

File Library Interface

Section titled “File Library Interface”

List View

Section titled “List View”

The file library displays your files in a searchable, sortable table:

Columns

Section titled “Columns”
  • Thumbnail: Visual preview of file (icon for non-image files)
  • Title: Editable file name
  • Type: File extension and MIME type
  • Size: File size in MB/GB
  • Category: Assigned category (if any)
  • Uploaded: Date and time uploaded
  • Actions: Edit, Delete, View details buttons

Card View (Optional)

Section titled “Card View (Optional)”

Switch to card view for a visual gallery:

  1. Click the View toggle (top right)
  2. Select Card View
  3. Files display as cards with larger thumbnails

Searching Files

Section titled “Searching Files”
Section titled “Quick Search”

Use the search bar to find files instantly:

  1. Click the Search field at top of page
  2. Type filename, category, or file type
  3. Results filter automatically as you type

Search Tips:

  • Search works on file title, filename, and category
  • Partial matches work (e.g., “photo” finds “photograph-template.psd”)
  • Search is case-insensitive
  • Clear search to show all files

Advanced Filtering

Section titled “Advanced Filtering”

Filter files by specific criteria:

  1. Click Filter button

  2. Select filter criteria:

    • File Type: Filter by document, image, video, etc.
    • Category: Show files in specific category
    • Date Range: Filter by upload date
    • Size: Filter by file size

  3. Apply multiple filters simultaneously

  4. Click Clear Filters to reset

Sorting Files

Section titled “Sorting Files”

Click column headers to sort:

  • Title: Alphabetical (A-Z or Z-A)
  • Type: By file extension
  • Size: Smallest to largest or reverse
  • Date: Newest first or oldest first

Click the same header again to reverse sort order.

Viewing File Details

Section titled “Viewing File Details”

Quick View

Section titled “Quick View”

Hover over a file to see quick details:

Full Details View

Section titled “Full Details View”
  1. Click the file title or View Details button
  2. See comprehensive information:

File Details Include:

  • Original filename
  • Current title
  • File size
  • Upload date
  • Last modified date
  • Storage provider (R2/BackBlaze)
  • Storage key/path
  • MIME type
  • Associated products (where this file is mapped)
  • Associated packs (which packs include this file)
  • Download count (total across all orders)

Editing File Information

Section titled “Editing File Information”

Changing File Title

Section titled “Changing File Title”
  1. Click file to open details view
  2. Click Edit button
  3. Modify the Title field
  4. Click Save

OR

  1. Click the pencil icon next to the file in the list
  2. Edit inline
  3. Press Enter to save

Assigning Categories

Section titled “Assigning Categories”
  1. Open file details or edit mode
  2. Click Category dropdown
  3. Select a category (or create new)
  4. Click Save

See Understanding File Categories for more details.

File Details You Cannot Edit

Section titled “File Details You Cannot Edit”

These fields are read-only:

  • File size
  • Upload date
  • File type/extension
  • Storage location
  • Original filename

To change the actual file, you must re-upload it.

Replacing Files

Section titled “Replacing Files”

To replace a file while keeping the same product mappings:

Option 1: Delete and Re-upload

Section titled “Option 1: Delete and Re-upload”
  1. Important: Note which products use this file
  2. Delete the old file
  3. Upload the new file with the same title
  4. Re-map to products

⚠️ Warning: This breaks existing download links temporarily.

Option 2: Upload as New Version

Section titled “Option 2: Upload as New Version”
  1. Upload new file with version number in title
    • Example: ebook-template-v2.pdf
  2. Update product mappings to point to new file
  3. Delete old version when ready
  4. Existing download links continue working until you remove old file

Recommended: Use Option 2 for critical files to avoid breaking customer access.

Deleting Files

Section titled “Deleting Files”

Delete Single File

Section titled “Delete Single File”
  1. Find the file in your library
  2. Click the Delete button (trash icon)
  1. Confirm deletion in the dialog
  1. File is removed from library and storage

What Happens When You Delete

Section titled “What Happens When You Delete”
  • ✅ File removed from cloud storage
  • ✅ Storage quota freed up
  • ✅ File removed from all packs
  • ⚠️ Product mappings broken (must be updated)
  • ⚠️ Existing customer download links will fail
  • ❌ File cannot be recovered

Before Deleting, Check:

Section titled “Before Deleting, Check:”

  1. Product Mappings: Is this file mapped to any products?

    • View in file details under “Associated Products”
    • Update product mappings before deleting

  2. Pack Memberships: Is this file in any packs?

    • Check “Associated Packs” in file details
    • Remove from packs or delete packs first

  3. Active Orders: Do customers still need this file?

    • Check recent orders
    • Consider keeping files for at least 90 days after last sale

Safe Deletion Process

Section titled “Safe Deletion Process”
  1. Backup: Download a copy locally first
  2. Check usage: Review associated products and packs
  3. Update mappings: Replace file in products/packs if needed
  4. Wait period: Keep for 30 days after removing from products
  5. Delete: Only delete when certain it’s not needed

Bulk Operations

Section titled “Bulk Operations”

Bulk Delete

Section titled “Bulk Delete”
  1. Check boxes next to multiple files
  2. Bulk Actions button appears
  3. Select Delete Selected
  4. Confirm deletion

Bulk Category Assignment

Section titled “Bulk Category Assignment”
  1. Check boxes next to files
  2. Click Bulk Actions
  3. Select Assign Category
  4. Choose category
  5. Click Apply

File Organization Tips

Section titled “File Organization Tips”

Naming Conventions

Section titled “Naming Conventions”

Use consistent naming for easy management:

Good Examples:

  • product-name-file-type-version.ext
  • ebook-marketing-guide-v2.pdf
  • template-invoice-blue-2024.xlsx

Bad Examples:

  • untitled-1.pdf
  • final-FINAL-version-3-updated.docx
  • temp-file.zip

Category Strategy

Section titled “Category Strategy”

Organize files into logical categories:

By Product Type:

  • eBooks
  • Templates
  • Stock Photos
  • Audio Files
  • Video Courses

By Topic:

  • Marketing Materials
  • Design Assets
  • Business Resources
  • Educational Content

By Customer Type:

  • Beginner Tier
  • Pro Tier
  • Enterprise Customers

Version Control

Section titled “Version Control”

Keep track of file versions:

  1. Add version numbers to titles
    • product-name-v1, product-name-v2
  2. Use dates for time-based versions
    • template-2024-01, template-2024-02
  3. Delete old versions periodically
  4. Document changes in description (if available)

File Library Statistics

Section titled “File Library Statistics”

View statistics about your library:

**[Image: File statistics dashboard showing:

  • Total Files: 127
  • Total Storage: 8.7 GB / 20 GB
  • By Type: Documents (45), Images (62), Videos (12), Audio (8)
  • Most Downloaded: ebook-template.pdf (234 downloads)]**

Access from:

  1. Dashboard - Overview stats
  2. Files & Packs - Detailed breakdowns
  3. Analytics - Download trends

File Library Maintenance

Section titled “File Library Maintenance”

Weekly Maintenance Checklist

Section titled “Weekly Maintenance Checklist”
  • Review and categorize new uploads
  • Delete test files
  • Check for duplicates
  • Update file titles for clarity
  • Archive old versions

Monthly Maintenance Checklist

Section titled “Monthly Maintenance Checklist”
  • Audit storage usage
  • Delete unused files (no product mappings)
  • Optimize large files if possible
  • Review and update categories
  • Check for broken product mappings

Keyboard Shortcuts

Section titled “Keyboard Shortcuts”

Speed up file management:

ShortcutAction
Ctrl/Cmd + FFocus search
Ctrl/Cmd + ASelect all files
DeleteDelete selected files
EscapeClear selection
Arrow KeysNavigate file list
EnterOpen file details

Common File Management Tasks

Section titled “Common File Management Tasks”

Find Files Missing Categories

Section titled “Find Files Missing Categories”
  1. Click Filter
  2. Select No Category
  3. Assign categories to uncategorized files

Find Large Files Consuming Storage

Section titled “Find Large Files Consuming Storage”
  1. Click Size column header
  2. Sort largest to smallest
  3. Review top files for optimization opportunities

Find Unused Files

Section titled “Find Unused Files”
  1. Open file details for each file
  2. Check “Associated Products” section
  3. If empty, consider deleting

Pro Tip: Files with no product mappings and no downloads in 90 days are safe to delete.

File Library Limits

Section titled “File Library Limits”

Per-Plan Limits

Section titled “Per-Plan Limits”
PlanMax FilesMax Storage
FreeUnlimited20 GB
BasicUnlimited50 GB
ProUnlimited200 GB
EnterpriseUnlimited1 TB+

Note: Number of files is unlimited, but total storage is restricted by plan.

Next Steps

Section titled “Next Steps”