Internal and external documents and files

Additional materials can be stored for each offer using the "Documents & Files" function. A distinction is made between internal and external files: Internal files are only visible after logging into edoobox. External files, on the other hand, can be made available to participants, displayed in the participant account, and made available for download.

Store files in the offer

Admins can upload files in the "Documents & Files" tab within an offer. File management takes place directly on the details page of the respective offer.

Files can be divided into two categories:

• Internal files: Only visible to administrators, e.g., for course concepts or internal documents.

• External files: Visible to participants after booking, e.g., training materials or information sheets. These can be made available via the participant account.

Both areas have their own upload functions, description fields, and editing options. Once uploaded, a document can be deleted at any time or its description edited.

Internal files

Internal files are only available to edoobox administrators in the user interface. This feature is suitable for documents that are not intended for participants, such as course concepts, schedules, or internal forms.

• Location: Open quote → "More" → "Documents & files" → "Internal files" section

• Access: Only visible to administrators after logging in

• Display: File name and optional description

• Administration: Admins can upload documents, add descriptions, delete them, and download them.

External files

External files are intended for registered participants and may contain course materials, information sheets, or additional materials. The documents can be displayed in the participant area or made available via email templates.

• Location: Open quote → "More" → "Documents & files" → "External files" section

• Access: Visible to administrators after logging in and to participants in the "My Account" area, provided it is activated in the standard design.

• Display: File name and optional description

• Administration: Admins can upload documents, add descriptions, delete them, and download them. Participants can download documents.

Enable visibility in the participant area

In order for external files to be displayed in the participants' booking area, the corresponding widget must be customized in the Design Manager in the standard design:

• "All bookings" widget

• Check the box next to "Offer external files" A

Only when this option is active will the external files appear in the participant account.

Enable PDF Sign protection for external files

In the "All bookings" booking widget, you can specify that external files available for download by participants should be marked with a PDF Sign watermark B.

This protection allows the documents to be clearly assigned to the respective participant and at the same time protects them from unauthorized copying or distribution.

Note: External files in email templates

You can insert the placeholder ##UserAccessURL## (preferably as a hyperlink) in some email templates (e.g., booking confirmation email and reminder email). Participants can then click on the link to go directly to their participant account and the files. If you no longer wish to make the files available, they can be removed from the offer so that participants can no longer download them.

Related instructions

• Create a new quote in just a few steps

• Description texts of offers and categories

• Create new categories and offers

• Designing the booking process with the Design Manager

• Participant Dashboard

Keywords for these instructions

File management ¦ Internal files ¦ Course documents ¦ External documents ¦ Participant area ¦ Upload ¦ Training materials ¦ Trainer rights ¦ File access ¦ My account