Documentation
Everything you need to publish, organise, protect and search your document library. 74 guides across 7 sections.
Getting Started
- Install and activate FileDeckHow to install FileDeck: add the free plugin from wordpress.org or upload the Pro zip, activate it, and see what FileDeck sets up on first activation.
- Quick start: your first document librarySet up your first FileDeck document library in about five minutes: add a few documents, assign categories, and publish a searchable library page.
- Requirements and compatibilityFileDeck requires WordPress 6.1+ and PHP 7.4–8.4, works with any theme, ships no jQuery, and only needs ZipArchive for Pro zip downloads.
- Settings overview: what lives whereA one-screen tour of every tab under Documents → Settings — Display, Features, and Data in the free plugin, plus the Pro tabs from OCR through the search indexes.
- The setup wizardFileDeck's three-step setup wizard sets your layout, columns, accent color, and library page on first activation. How to skip, re-run, or change it later.
- What is FileDeck?FileDeck adds a searchable document library to WordPress with table, grid, and folder layouts. Learn what it does, who it's for, and what's free vs Pro.
- List files on a page with a download button (free)The five-minute way to list your PDFs and files on a WordPress page with a real download button — free, no code, using the FileDeck block or shortcode.
- Free vs Pro: what's includedA side-by-side look at FileDeck Free and Pro features, Pro pricing from $59/yr, the 30-day money-back guarantee, and renewals that never increase.
Managing Documents
- Custom document fields & advanced filteringProAdd your own document fields — department, policy number, date, owner — show them as sortable columns and let visitors filter the library by any of them.
- Add a documentCreate a FileDeck document under Documents → Add New Document: attach a file by drag-and-drop or from the Media Library, then publish.
- Document fields referenceReference for every field on the FileDeck document edit screen — title, description, excerpt, file, categories, tags, size, type — and the columns each feeds.
- Link files hosted on Drive, Dropbox, or any URLPoint a FileDeck document at a file hosted on Google Drive, Dropbox, OneDrive, SharePoint, S3, or any URL instead of uploading it to WordPress.
- Replace or update a document's fileSwap a document's attached file on the edit screen — the URL and download link stay the same. Pro records each replacement in version history.
- Front-end document submission & editingProLet visitors submit documents through a form with moderation, see their own submissions, and edit them from the front end — no wp-admin access needed.
- Bulk convert Media Library files into documentsProTurn existing Media Library files into FileDeck documents in bulk — titles come from filenames, you can assign a category, and originals are untouched.
- Bulk upload documents by drag and dropDrag any number of files onto Documents → Upload Documents — each becomes a published document, with an optional category and tags for the batch.
- Export documents to CSVProExport your FileDeck library to CSV from Documents → Bulk add / export — one row per document, with columns that re-import as-is for backups and bulk edits.
- Import documents from CSVProBulk-create FileDeck documents from a CSV under Documents → Bulk add / export — required columns, external file links, and a sample CSV to start from.
- Migrate from another document library pluginProMove your library from another document library plugin: upload its CSV export at Documents → Migrate, map the columns, and import. Nothing is sent anywhere.
- Organize with categories and tagsHow FileDeck categories and tags differ, how to create and assign them, and how to scope a library to one category with the block or shortcode.
- Acknowledgment tracking: prove who has read a documentMark a document “read & confirm” for chosen roles, track who has confirmed under Documents → Acknowledgments, chase stragglers with reminders, and export CSV evidence.
- Approval workflow: review before publishingProTurn on the approval gate so authors submit documents for review and someone with publishing rights approves and publishes them.
- Library health scansProHealth scans check every published document for missing files, dead external links, and downloads nobody wants — weekly and on demand.
- Review cycles: keep documents currentProPut documents on a review cycle so FileDeck tracks when each one is next due and reminds you by email before it goes stale.
- Set an expiry date on a documentProSet a date after which a FileDeck document is no longer available in the library or via its download link, and how to bring it back later.
- Version history and rollbackProFileDeck Pro archives the old file automatically each time you replace a document's file. Restore any version — the download link never changes.
Displaying Libraries
- Choose and reorder columnsAll 16 FileDeck columns explained, plus how to reorder them with the chips manager under Documents → Settings → Display or a shortcode columns list.
- Multiple libraries on one siteShow different document libraries on different pages by scoping each block or shortcode to a category, with its own layout and columns.
- Pagination and load moreControl how many documents show per page with per_page, choose pagination or load more, and see how paging interacts with search and filters.
- Style your library: colors and display settingsSet the default layout, accent color, grid columns, download link styles, and empty-state messages on the Display tab under Documents → Settings.
- Shortcode reference: [filedeck]Complete [filedeck] shortcode reference: layout, columns, category, per_page, and sort attributes with defaults and copy-paste examples.
- The FileDeck Library blockInsert a FileDeck library in the block editor: live preview, layout picker, drag-to-reorder columns, category scoping, and sort options.
- Automatic PDF thumbnailsProFileDeck renders a real first-page preview of each PDF on your own server — not a generic file-type placeholder — for grid and image views.
- File-type and folder iconsProDownload buttons show an icon per file type, and each category can carry its own folder icon in the folder layout — from a built-in set, no uploads.
- Folder layoutFileDeck's folder layout groups documents into collapsible folders built from your document categories, with nesting and search that opens folders.
- Grid layoutFileDeck's grid layout shows documents as cards with featured images — ideal for newsletters and visual libraries. Card fields and stacking.
- Table layoutFileDeck's table layout lists documents in sortable rows, ideal for scanning many files. Covers sortable headers, mobile behavior, and columns.
- AI semantic search: find documents by meaningTurn on AI semantic search at Documents → Settings → AI search to find documents by meaning. Vectors are stored in your own database.
- Ask this library: AI chat over your documentsAdd an AI chat widget that answers questions grounded in your documents. Configure it under Documents → Settings → Ask AI with your own API keys.
- Can AI search inside your WordPress documents?What AI search adds beyond keyword matching: semantic search finds documents by meaning, and grounded Q&A answers questions from your library's content.
- Make scanned PDFs searchable with OCRProEnable OCR under Documents → Settings → Scanned OCR to extract text from scanned PDFs. Files are processed and immediately discarded, never stored.
- Search inside documents (full-text search)ProFileDeck searches inside PDFs, Office documents, and text files on your own server. Check index status and rebuild at Documents → Settings → Search Index.
- Site-wide quick search (Cmd+K / Ctrl+K)Let visitors press Cmd+K or Ctrl+K anywhere on your site to search the document library in an overlay. Enable it under Documents → Settings → Features.
- Instant search, sorting, and filtersHow FileDeck's instant search, click-to-sort columns, and category and tag filter dropdowns work, including behavior in the folder layout.
- Standalone search block and widgetProPlace FileDeck's standalone search box anywhere with the search block or [filedeck_search] shortcode; results link into your document library.
Access Control & Protection
- Access control overviewProRestrict FileDeck documents by WordPress role or password on the category edit screen, how restricted documents appear, and how to pick a method.
- Client areas (per-user document portals)ProTurn a category into a private client portal: assign users, give them a My Documents page, let them upload into your moderation queue, and notify them when you publish.
- Dynamic PDF watermarkingStamp every served PDF with who downloaded it, from where, and when — per-recipient provenance for boards, legal, HR and clinics. AI tier.
- How to restrict document downloads to logged-in usersProWhy WordPress media URLs stay public no matter how you hide the page, and how to gate documents behind a login with role restrictions and file protection.
- Password-protect a document categoryProSet a password on a FileDeck category with the Password protect (FileDeck) field: visitors enter it once per session to unlock listings and downloads.
- Restrict documents by roleProLimit FileDeck categories to chosen WordPress roles with the Restrict to roles (FileDeck) checkboxes. Restricted documents show a padlock or hide entirely.
- View-only documentsLet visitors read a document in the browser while the download button, zips and the raw file URL are disabled. Honest deterrence — pairs with watermarking. AI tier.
- File integrity: SHA-256 checksumsProFileDeck records a SHA-256 checksum for every document's file, shows it to visitors, and can verify protected files on every download.
- Protect files on nginx serversPronginx ignores .htaccess, so add one location block to deny direct access to FileDeck's protected uploads folder, then verify with a direct-URL test.
- True file protection: how signed download links workProFileDeck Pro moves protected files out of public uploads and serves downloads via signed URLs that expire in 15 minutes, so direct links never work.
Downloads, Leads & Analytics
- Activity log: downloads, views, and searchesProFileDeck's activity log records downloads, views, and searches under Documents → Activity Log, with totals, a content-gaps report, and CSV export.
- Download countsFileDeck counts every document download with a lifetime counter shown in the Documents admin list. Free in all plans; see the Pro log for who and when.
- Download quotas (daily limits per role)ProGive each user role — and logged-out visitors — a daily download ceiling. Metered access on top of FileDeck's allow/deny rules.
- Force download or open in browserChoose per document whether the download button saves the file to disk or opens it in the browser — no more guessing what the visitor's browser will do.
- How to track file downloads in WordPressWordPress records nothing when a file is downloaded. How to get real download data — lifetime counts free, and per-user timestamped logs with the activity log.
- Let visitors download multiple files as one zipProWordPress has no bulk download. Why pre-zipping files breaks down, and how multi-select zip downloads deliver a visitor's selection as one archive.
- Multi-select zip downloadsProLet visitors tick checkboxes in a FileDeck library and download the selection as one zip. Requires PHP ZipArchive and respects all access restrictions.
- Per-download notifications (email & webhook)ProGet an email or fire a webhook every time a document is downloaded — pipe download events into your inbox, Slack, Zapier or Make.
- Capture leads before downloadProRequire name and email before FileDeck downloads with one Features toggle — leads stored under Documents → Leads with CSV export and a JSON webhook.
- Email subscriptions and digestsProLet visitors subscribe to a daily or weekly email digest of new and updated documents, with double opt-in and a Subscribers screen to manage them.
- Inline document previewProThe free preview lightbox covers PDFs and images; FileDeck Pro extends it to Office documents, audio, and video so visitors can view documents without downloading them.
Troubleshooting & FAQ
- Large libraries and performanceHow FileDeck handles large document libraries: the inlined instant-search index up to ~500 documents, and per_page, caching, category scoping, and hosting guidance beyond that.
- Frequently asked questionsQuick answers to common FileDeck questions: free vs Pro, file storage, protection, search scope, imports, page builders, GDPR, and support.
- Downloads not working: 404s, wrong file, or zero countsFix FileDeck download problems: 404 errors on download links, stale files after replacement, missing counts, denied access, and failed zip downloads.
- Library looks wrong or unstyledFix a broken or unstyled FileDeck library: resolve theme CSS conflicts, stop optimization plugins stripping styles, and add custom CSS safely.
- Search or filters not returning resultsWhy FileDeck search or filters return nothing: what search matches, stale content indexes, hidden documents, cached results, and blocked scripts.
Account & Billing
- Billing, refunds, and getting supportManage FileDeck invoices, payment methods, and renewals in the Freemius portal, request a 30-day refund, and contact support for Free or Pro.
- License keys, activation, and updatesProWhere your FileDeck Pro license key comes from, how to activate it in wp-admin, move it between sites, and what happens when a license expires.
- Upgrade from Free to ProUpgrade FileDeck from Free to Pro without losing data: buy a license, install the Pro build over the free plugin, and activate your key in wp-admin.
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