Documentation
Everything you need to publish, organise, protect and search your document library. 156 guides across 8 sections.
Getting Started
- 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.
- 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.
- What is FileDeck?FileDeck adds a searchable document library to WordPress with table, grid, gallery and folder layouts. Learn what it does, who it's for, and what's free vs Pro.
- 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.
- Requirements and compatibilityFileDeck requires WordPress 6.4+ and PHP 7.4–8.4, works with any theme, ships no jQuery, and only needs ZipArchive for Pro zip downloads.
- The setup wizardFileDeck's three-step setup wizard sets your layout, detects other plugins' documents for one-click migration, and gets your first files in.
- Try FileDeck with a sample libraryLoad nine ready-made documents in one click so you can try search, filters and every layout before adding your own files — and remove them just as easily.
- 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.
- 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.
- Document library vs knowledge base plugin — which do you need?Document libraries manage downloadable files; knowledge base plugins publish help articles. How to tell which one your site needs — or whether you need both.
Managing Documents
- Uploading large filesProFileDeck Pro uploads large files in resumable chunks, so drawings, scans and video are not capped by your host's upload limit and a dropped connection resumes.
- Find PDFs that fail accessibility checksScreen every PDF in your library for the accessibility problems a machine can detect — untagged files, missing language, missing title, and scans with no text.
- 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.
- Reference numbers: part numbers, document codes and form numbersGive a document a reference number — a part number, document code or form number — that visitors can search for and show as its own column.
- 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.
- Import from a server folder (drop-folder workflow)ProPoint FileDeck at a folder in your uploads directory: every file becomes a document, sub-folders become categories, and a daily re-scan imports new files on their own.
- 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 (Import & Export → Upload files on Pro) — each becomes a document, with an optional category and tags.
- Connect cloud storage (S3, Dropbox, Drive, OneDrive, SharePoint, Box)ProConnect Amazon S3, Dropbox, Google Drive, OneDrive, SharePoint or Box, attach cloud files as documents, and pull a folder into your library on a schedule.
- Export documents to CSVProExport your FileDeck library to CSV from Documents → Import & Export → 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 → Import & Export → Bulk add & export — required columns, external file links, and a sample CSV to start from.
- Migrate from Advanced File ManagerProTurn a folder managed by Advanced File Manager into a FileDeck library — files become documents, sub-folders become categories, and the folder must sit inside uploads.
- Migrate from another document library pluginProMove your library from another document library plugin at Documents → Import & Export → Migrate: one click for supported plugins, CSV with column mapping for the rest.
- Migrate from BSK PDF ManagerProMove a BSK PDF Manager library into FileDeck in one click — PDFs, nested categories, descriptions, download counts, expiry dates and restricted items.
- Migrate from Document Library Pro / LiteProMove a Document Library Lite or Pro library into FileDeck in one click at Documents → Import & Export → Migrate — documents, categories, tags and files, all on your own server.
- Migrate from Download AttachmentsProMove a Download Attachments library into FileDeck in one click — the files it manages, their download counts, and categories named after the posts they were attached to.
- Migrate from Download MonitorProMove a Download Monitor library into FileDeck in one click — documents, categories, files, download counts, members-only visibility and password-protected downloads.
- Migrate from FileBirdProTurn FileBird folders into a FileDeck library in one click — your documents and your folder tree, without dragging your photo library in with them.
- Migrate from Shared FilesProMove a Shared Files library into FileDeck in one click at Documents → Import & Export → Migrate — files, categories, tags, download counts and password-protected items.
- Migrate from Simple Download MonitorProMove a Simple Download Monitor library into FileDeck in one click — downloads, categories, tags, files, download counts, logged-in-only access and password-protected downloads.
- Migrate from Simple File ListProMove a Simple File List library into FileDeck in one click at Documents → Import & Export → Migrate — files, folders, descriptions and restricted items, even after it was closed.
- Migrate from WordPress Download ManagerProMove a WordPress Download Manager library into FileDeck in one click at Documents → Import & Export → Migrate — packages, categories, files, download counts and access rules.
- Migrate from WP Customer AreaProMove a WP Customer Area library into FileDeck in one click — private files, categories, and each file's owners recreated as a client area.
- Old links keep working after you migrateAfter a one-click migration, the old plugin's download links, item pages and shortcodes open your FileDeck documents, even with the old plugin switched off.
- Check out a document (editing locks)ProClaim a document while you prepare its next revision — nobody else can replace the file until you check it back in.
- Retention schedules (auto-archive or remove after N years)Keep each class of document exactly as long as your retention duty says, then archive or remove it automatically — capped, previewable, and fully audited.
- 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.
- Search synonyms — teach the library your vocabularyProTeach the library your organisation's shorthand so “PO” finds “purchase order” — one line per group of equivalent terms, and each search word stays required.
- Spelling tolerance in searchProA search returning no results retries against the closest spelling in your titles and categories, and tells the reader which word it actually searched for.
- Approval workflow: review before publishingProTurn on the approval gate so authors submit documents for review and someone with publishing rights approves and publishes them.
- How to track employee policy sign-off (not just click-through)A practical process for real policy acknowledgment: segment who reads what, chase non-responders automatically, and keep an audit-ready, version-pinned record.
- How to track policy acknowledgments and prove who has read a documentMark a document “read & confirm” for chosen roles, track who has confirmed under Documents → Compliance → Acknowledgments, chase stragglers with reminders, and export CSV evidence.
- Library health scansProHealth scans check published documents for missing files, dead links and downloads nobody wants, and flag restricted files an import left public. 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
- Build a downloads page with a table per categoryOne page, a heading per section, and a scoped document table under each — in Elementor, the block editor, or shortcodes — plus the one-widget folders alternative.
- Choose and reorder columnsAll 18 FileDeck columns explained, plus how to reorder them with the chips manager under Documents → Settings → Display or a shortcode columns list.
- Embed a document inline on a pageEmbed one document as an always-visible viewer via shortcode, block or Elementor widget — free for PDFs, images and Google Docs links; Pro adds Office and media.
- 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.
- Page builders: Bricks, Divi, WPBakery, Avada and Beaver BuilderFileDeck registers native Document Library and Document Embed elements in five page builders, so you drag one in instead of remembering a shortcode.
- Pagination, load more, and infinite scrollSet how many documents show per page, choose page numbers, load more or infinite scroll, give a library a fixed height, and see how paging interacts with search.
- Style your library: colors and display settingsRestyle a library across every dimension — accent, surface and text colours, style presets, a light/dark scheme, and CSS design tokens — from the Display tab or the block editor.
- The FileDeck viewer: self-hosted PDF viewingProFileDeck Pro's self-hosted PDF viewer renders embeds on your own server with zoom, find, print and full screen — and works for protected and watermarked files.
- Use FileDeck with ElementorFileDeck ships free Elementor widgets — Library, Document Embed (with a PDF Viewer alias) and Search — and Pro adds a Style tab; drag-and-drop, no shortcodes.
- Developer reference: REST API, webhooks & WP-CLIProThe formal integration surface: FileDeck's REST routes, signed webhooks, WP-CLI commands, and the filters that matter — in one page.
- Override library markup from your themeCopy a FileDeck template into your theme's filedeck/ directory to replace a library row, the empty state or a document page's details, without forking the plugin.
- Document pages: what each document's own page showsEvery document has a page of its own. Choose which details it lists above the Download button: reference, dates, categories, tags, author and download count.
- Favourites: let readers keep a shortlistProSigned-in readers star the documents they want to come back to and read them off one page with the [filedeck_my_favourites] shortcode.
- Filter a library by when documents were addedAdd an Any time / Past week / month / year control so visitors can narrow a long library down to what arrived recently.
- Filter a library by yearAdd a year dropdown to a library — for minutes, newsletters, reports and accounts filed by year — without building a category or tag per year.
- Multisite shared librariesProShow one site's document library on any other site of the network — one central library, rendered anywhere, with the central site's access rules enforcing.
- New and already-downloaded markersProShow signed-in visitors what has arrived since they last looked, and quietly dim what they have already taken from the library.
- One library, a section per categoryGroup a library into titled sections, one per category, with a single search box across all of them — instead of stacking one library per category on a page.
- Public document changelog: show what changed in your libraryProList published and updated documents newest first, grouped by month, with the Pro [filedeck_changelog] shortcode or the Document Changelog block.
- Share a document: copy link, email and socialProA Share button on every document — copy the link, open the device share sheet, or send it by email, X, Facebook, LinkedIn or WhatsApp. Pro, and it loads no network scripts.
- Smart collections (self-updating semantic folders)Save a plain-language query as a collection that stays current on its own — new matching documents appear without recategorising anything.
- Translations & multilingual sites (WPML, Polylang)FileDeck ships its front end in nine languages, documents and categories translate like any content, and a bundled wpml-config tells WPML and Polylang how document data behaves.
- Publish your library on another websiteProEmbed your FileDeck library on any other site — Wix, Squarespace, Shopify, Webflow, Framer or a custom front end — with one line of code. WordPress stays the engine.
- Shortcode reference: [filedeck]Complete [filedeck] shortcode reference: layout, columns, category, per_page, and sort attributes with defaults and copy-paste examples.
- The Document Library blockInsert a FileDeck library in the block editor: a styled preview in the editor, a layout picker, and the library builder for every other option.
- The library builderDesign a document library with a live preview on your own site, in your theme, then create the page in one click or copy its shortcode.
- Use FileDeck with Astro, Next.js or any front endProThree ways to put a FileDeck library in front of a headless or decoupled front end — the embed snippet, the JSON fragment endpoint, and signed download links.
- Let AI agents search your library (Abilities API & MCP)Agents like Claude, Cursor or ChatGPT can search your library through WordPress 6.9's Abilities API and the MCP Adapter — read-only, and access-filtered.
- 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, ordered the way you choose, with search that opens folders.
- Gallery layoutFileDeck's gallery layout puts large thumbnails first — for covers, plans and artwork. How it differs from the grid, and what documents without a thumbnail show.
- 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: chat with your entire document libraryLet visitors chat with your entire document library — an AI widget that answers from your own documents and links every source. Set it up under Documents → Settings → Ask AI.
- 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.
- Jump to the page a search match is onProFileDeck Pro tells you which page of a PDF a content-search match is on, and opens the document at that page. How it works and when a page isn't shown.
- 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 and OpenDocument files, 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, multi-column sorting, and multi-select category and tag filters work, including counts, active filters, and behavior in the folder layout.
- Standalone search box: [filedeck_search]Place a document library search box anywhere with the free [filedeck_search] shortcode; searches open your library with the query already applied.
Access Control & Protection
- Access certification (quarterly access reviews)Review who can reach every restricted category, attest it quarterly, and export the evidence — the SOC 2 access-review ritual in one screen.
- 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.
- Assign a document to specific peopleProGive a document to named users so only they can see it. Unlike role or category restrictions, it stays invisible to everyone else — not even a locked row.
- Client areas (per-user document portals)ProTurn a category into a private client area: assign users, show it in the client portal, let them upload into your moderation queue, and notify them when you publish.
- Client portal: client sign-in, invitations and the Clients screenProGive each client their own sign-in on your site. Add clients from Documents → Clients, send invitations, preview a client's portal, and let clients manage their own account.
- 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.
- Gate documents by membership planProRestrict a category or a document to holders of a MemberPress, Paid Memberships Pro, WooCommerce Memberships, Restrict Content Pro or s2Member plan.
- Give a whole company access by email domainProAdmit everyone with an email address at a domain to a client area, without naming them one by one — new joiners get in automatically.
- Groups — grant access to a team, not one person at a timeProName a set of people once, then give that group a client area or a document. Change the membership and every grant follows.
- Hotlink protectionProStop other sites embedding your download links and spending your bandwidth, without breaking pasted URLs or emailed links.
- 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.
- How to set up secure client folders on your law firm websiteProGive each client a private, access-controlled document folder on your existing WordPress site — structuring, restricting, large files, and records — without an enterprise DMS.
- IP rules (restrict downloads by network)ProAllow downloads only from your office or VPN ranges, or block specific addresses — enforced on every download, signed share links included.
- Password-protect documents and categoriesProSet a password on a FileDeck category — or on a single document via the editor's Visibility control. Visitors enter it once and stay unlocked.
- 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.
- Send refused visitors to a page of your ownProPoint people who open a document they cannot access at a “request access” page instead of a bare not-found — without disclosing private documents.
- Single-use download linksProSend someone a link that works for exactly one download and then stops — no account needed at the other end.
- Vault offload (serve protected files from S3 or R2)ProMirror the protected vault into an S3-compatible bucket and serve downloads by presigned link — the bucket does the bandwidth, FileDeck keeps doing the access control.
- 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 → Insights → Activity log, with totals, a content-gaps report, and CSV export.
- Bot protection for downloads (Turnstile or reCAPTCHA)ProPut a Cloudflare Turnstile or Google reCAPTCHA check in front of downloads — one quick check per visit raises the cost of scripted scraping.
- Document feedback: “Was this helpful?” votesProCollect anonymous “Was this helpful?” yes/no votes on single document pages, and see a least-helpful report so you know which documents to fix first.
- 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, or expire a single document after N downloads. Metered access on top of FileDeck's allow/deny rules.
- Download tracking in FileDeck: counts, logs and reportsWhat FileDeck records when a file is downloaded: lifetime counts on every install, and per-user timestamped logs and reports with the Pro activity log.
- 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.
- Let people see what they have already downloadedProAdd a personal download history to your portal with [filedeck_my_downloads] — a receipt of what each person has taken.
- 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.
- Require a form before downloadProGate downloads behind Gravity Forms, Ninja Forms, WPForms, Contact Form 7 or any other form plugin you already use — paste its shortcode and you are done.
- Require terms before downloadProMake readers accept licence conditions or a disclaimer before a file is served, and keep a record of every acceptance in the activity log.
- Transmittals (numbered document packages)Issue numbered document packages to named recipients — for review, for approval, for construction — with a durable register and expiring download links.
- Library event webhooksProFileDeck Pro POSTs a signed webhook when a document is published, updated, retired or deleted — drive Zapier, Make, Slack or your own system from library changes.
- Capture leads before downloadProRequire name and email before FileDeck downloads with one Features toggle — leads stored under Documents → Audience → Leads with CSV export and a JSON webhook.
- Send captured leads to your mailing list (Mailchimp / Brevo)ProAdd every download lead to a Mailchimp audience or Brevo list automatically — double opt-in by default, and existing contacts are never re-subscribed.
- 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: browser-side search up to ~500 documents, automatic server mode beyond that, plus per_page, caching and category scoping guidance.
- Frequently asked questionsQuick answers to common FileDeck questions: free vs Pro, file storage, protection, search scope, imports, page builders, GDPR, and support.
- Category passwords: not prompting, not unlocking, or re-askingProFix FileDeck category password problems: where the prompt appears, the 24-hour unlock cookie, page caching pitfalls, rate limiting after wrong guesses, and embeds.
- 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.
- Imports stuck, slow, or missing documentsProFix FileDeck migration problems: imports that seem stuck, wp-cron pitfalls, items that could not be imported, safely re-running, and drafts you forgot about.
- 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.
- PDF thumbnails or previews not appearingProFix missing PDF thumbnails and previews in FileDeck: the Imagick + Ghostscript server requirement, regenerating after enabling, and preview file-type limits.
- 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.
How-to Guides
- How to choose and set up a WordPress download manager with access controlProA WordPress download manager with access control must decide who can download each file and stop the file being fetched any other way. What to check, and how to set it up.
- How to create a client document portal in WordPressProA WordPress client portal needs client logins, per-client access enforced on downloads, and protected files. How to build one on your own site, step by step.
- How to create a resource library in WordPressA WordPress resource library is a searchable page of guides, templates, videos and links. How to plan one, build it with a free plugin, and gate it with Pro.
- How to create a searchable document library in WordPressWordPress has no built-in document library. What core can and can't do, the ways to build one, and a step-by-step setup with a free plugin.
- How to display PDFs in a searchable table in WordPressList PDFs in a WordPress table that visitors can search, sort and filter: why the core Table block can't, what to use instead, and a free step-by-step setup.
- How to embed a PDF in WordPress (with or without a plugin)Embed a PDF in WordPress with the File block, no plugin needed, or a free PDF embed block or Elementor widget. What each does on phones and for private files.
- How to password-protect PDFs and file downloads in WordPressProA password-protected WordPress page doesn't protect the PDFs it links to. How to password-protect a PDF or any download so the file itself stays private.
- How to restrict file downloads by user role or membership in WordPressProWordPress files are public by URL. To restrict downloads by role or membership, check permission on each download and keep the file out of public uploads.
- How to search PDF content in WordPress (PDF and Word files)WordPress search skips the text inside PDFs and Word files. How to search PDF content with a plugin that indexes it, plus OCR for scanned PDFs.
- How to stop direct URL access to files in WordPress uploadsProFiles in wp-content/uploads are public to anyone with the link. How to block direct URL access to PDFs and other private uploads without breaking your site's images.
- How to track file downloads in WordPressWordPress doesn't count file downloads. Compare GA4 file_download events, host logs and server-side counting, then see who downloaded what, step by step.
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