# Viewing Files

> Preview images, video, audio, PDFs and Office documents in the browser, read file metadata, and review the activity log for any file.

Canonical: https://www.clubpal.app/docs/file-manager/viewing
Section: File Manager

ClubPal's File Manager includes a dedicated file viewing page that provides previews for supported file types and detailed metadata for all files.

## Accessing File View

To view a file:

1. Click on any file name in the File Manager
2. You'll be taken to the **File View** page
3. The page shows a preview (for supported types) across the full width, with a toolbar of actions above it and file details available from that toolbar

![The file view page showing a full width file preview with a toolbar of actions above it](https://www.clubpal.app/img/docs/file-manager-file-view.png)

## File Preview Features

The File View page provides inline previews for many common file types:

### Images
- **Supported formats**: JPG, JPEG, PNG, GIF, BMP, WebP, SVG, ICO
- **Display**: Full-size image with responsive scaling
- **Background**: Light gray background for transparent images
- **Max height**: 800px (scrollable if larger)

### Videos
- **Supported formats**: MP4, WebM, OGG, AVI, MOV, WMV, FLV, MKV (your browser decides which of these it can actually play)
- **Features**: 
  - HTML5 video player with controls (play, pause, volume, fullscreen)
  - Preloads metadata for quick start
  - Black background for cinematic viewing
  - Max height: 600px

### PDFs
PDFs are drawn by ClubPal itself rather than handed to the browser, so the viewer looks and behaves the same on every device, including inside the ClubPal app on Android.

A toolbar sits above the page:

- **Previous page** and **Next page**, either side of a **Page 1 of 12** counter
- **Zoom in**, **Zoom out**, and **Fit to width** to return to the default

PDFs larger than 25MB are not rendered in the browser. You are offered a **Download File** button instead, so a very large document does not have to be pulled down in full just to look at the first page.

### Office documents
Word, Excel and PowerPoint files open in the same viewer as PDFs, so members can read the committee minutes or check a results sheet without downloading anything or owning Office.

- **Supported formats**: Word (DOC, DOCX), Excel (XLS, XLSX), PowerPoint (PPT, PPTX), OpenDocument Text (ODT) and Rich Text (RTF)
- **Controls**: the same toolbar as PDFs, with **Previous page**, **Next page**, zoom, and **Fit to width**
- **Presentations**: each slide is a page

![A Word document of committee meeting minutes shown in the file viewer, with page and zoom controls above it](https://www.clubpal.app/img/docs/file-manager-office-preview.png)

*A Word document opens in the viewer, with the same page and zoom controls as a PDF.*

ClubPal prepares the preview when the file is uploaded, and again whenever a new version replaces it. If you open a document before its preview is ready, you see **Preparing preview…** and the page shows the document by itself as soon as it is done, usually within a minute. You do not need to refresh.

![The file viewer showing a loading spinner and the words Preparing preview](https://www.clubpal.app/img/docs/file-manager-preview-preparing.png)

*A document opened straight after uploading it shows this until its preview is ready.*

Documents uploaded before previews were available are prepared the first time someone opens them, so the first visit shows **Preparing preview…** and later visits open straight away.

#### Spreadsheets
Each sheet of a workbook is shown as a single page, with every column side by side, however the sheet is set up for printing. Use **Next page** to move to the next sheet, and zoom in to read a wide sheet on a phone.

![A race results spreadsheet shown in the file viewer with all ten columns on one page, and a page counter reading Page 1 of 2](https://www.clubpal.app/img/docs/file-manager-spreadsheet-preview.png)

*Every column of a sheet stays together on one page. This workbook has two sheets, so it has two pages.*

> **Info**
>
> The preview shows everything in the workbook, including hidden sheets and anything outside the print area. It never shows more than the file itself holds, since anyone who can view the file can also download it, but hide nothing in a shared spreadsheet that its viewers should not see.

#### When a document is not previewed
You see the **Download File** button instead of a preview when:

- The file is larger than 50MB
- The finished preview would be larger than 25MB, the same limit as for PDFs
- The file cannot be converted, for example because it is damaged or its contents do not match its extension
- The preview is still being prepared after a minute. Refresh the page a little later and it will usually be there.

Previews look very close to the original, but not always identical: a font you do not have may be swapped for a similar one, and complex layouts can shift slightly. Download the file when the exact layout matters. Macros in a document never run in a preview.

### Audio Files
- **Supported formats**: MP3, WAV, OGG, FLAC, M4A, AAC
- **Features**:
  - HTML5 audio player with controls
  - File type icon display
  - Centered presentation
  - Playback controls (play, pause, volume, timeline)

### Non-Previewable Files
For file types that can't be previewed inline (ZIP archives, CSV files, OpenDocument spreadsheets and presentations, and so on):
- A large file type icon is displayed
- File name and size are prominently shown
- A **Download File** button is provided
- Example file types: ZIP, RAR, CSV, ODS, ODP, EXE

## File details

The preview spans the full width of the page, and everything about the file lives in a drawer beside it. Click the **File details** button in the toolbar at the top of the page to open it. It holds:

### Name
The original filename exactly as uploaded

### Size
File size displayed in appropriate units:
- Bytes (B) for tiny files
- Kilobytes (KB) for small files
- Megabytes (MB) for medium files
- Gigabytes (GB) for large files

### Location
Full folder path showing where the file is stored:
- Example: "Files > Coaching > Training Plans"
- Shows the complete hierarchy
- Helps you understand file organization

### Owner
The club member who uploaded the file:
- Shows the member's name
- If you uploaded it, displays a "You" badge
- Helps track file ownership and responsibility

### Uploaded
Date and time the file was originally uploaded:
- Format: "MMM d, yyyy h:mm tt" (e.g., "Oct 31, 2025 2:30 PM")
- Converted to your local timezone
- Useful for auditing and tracking

### Last Modified
Date and time the file was last updated:
- Same format as Uploaded
- Shows when file was replaced or metadata changed
- Initially matches upload date for new files

### Your Permission
Displays your access level for the file:
- **Owner**: Full control (you uploaded it or have Manage Files permission)
- **Edit**: Can modify and delete the file
- **View**: Can view and download only

This helps you understand what actions you can perform on the file.

## Available Actions

The toolbar across the top of the File View page carries the actions available to you. Apart from **Download**, they are icon buttons: hover over one to see what it does. Which ones appear depends on your permission for that file.

### Download
- Click the **Download** button in the toolbar, or the large **Download File** button shown in place of a preview for file types that cannot be previewed

### Upload New Version
- Shown when you have Edit permission on the file
- Click **Upload New Version** and pick a replacement from your computer
- The file keeps its name, location, and existing shares, and the replacement is recorded in the Activity Log

### Copy Link
- Click **Copy Link** to copy the address of this file's page in ClubPal to your clipboard
- The link only works for people who already have access to the file, it does not grant access on its own. To give someone access, use **Share**.

### Share
- Click the **Share** button to share the file with members or groups
- Create anonymous share links for external access
- See **[Sharing Files](https://www.clubpal.app/docs/file-manager/sharing)** for detailed sharing instructions

### Delete
- Click the **Delete** button (if you have permission)
- Confirm deletion in the warning dialog
- **Remember**: Deletion is permanent

### Return to File List
- Click the **Back to Files** button in the toolbar
- Returns to the folder containing this file
- Preserves your location in the folder hierarchy

## Shared With

When a file has been shared, a **Shared With** section appears at the bottom of the **File details** drawer, listing every active share on it: a public link, all club members, active members only, a named member, or a group. It is a read-only summary. To add or remove a share, use the **Share** button in the toolbar, which opens the sharing drawer described in [Sharing Files](https://www.clubpal.app/docs/file-manager/sharing).

## Activity Log

Users with the **Manage Files** permission can view a comprehensive activity log for each file, tracking all access and modifications.

### What is Tracked

The Activity Log records:

- **Downloads**: When someone downloads the file to their device
- **Uploads**: When the file was originally created
- **Replacements**: When the file content was replaced with a new version

**Note**: File previews and inline viewing are NOT logged as downloads, and that includes previews of Office documents. Only actual file downloads (clicking the Download button) are tracked.

![The Activity Log table listing date and time, action, user and IP address for each upload and download](https://www.clubpal.app/img/docs/file-manager-activity-log.png)

### Activity Log Information

Each log entry displays:

- **Date & Time**: When the action occurred (in your local timezone)
- **Action**: Type of activity, shown as a badge with its own icon
  - **Upload**: green badge with an upload icon
  - **Download**: a badge in your club's main colour, with a download icon
  - **Replace**: amber badge with a refresh icon
- **User**: Name of the person who performed the action
  - Shows "Anonymous" for downloads via public share links
  - Shows member name for authenticated users
- **IP Address**: The IP address from which the action originated

### Accessing the Activity Log

The Activity Log appears on the File View page:

1. Navigate to any file in the File Manager
2. Scroll down below the file preview to see the **Activity Log** section
3. The 10 most recent activities are displayed by default
4. Click **Show More** to load additional entries (10 at a time)

### Privacy & Security

- Only users with **Manage Files** permission can view the Activity Log
- Activity logs help with:
  - Audit compliance and tracking
  - Understanding file usage patterns
  - Identifying unauthorized access
  - Monitoring file distribution
  - GDPR compliance and data access tracking

### Use Cases

The Activity Log is valuable for:

- **Compliance**: Track who accessed sensitive documents and when
- **Auditing**: Verify file distribution for important announcements
- **Security**: Monitor unusual download patterns or unauthorized access
- **Analytics**: Understand which resources are most popular
- **Accountability**: Track file modifications and replacements

## File Type Icons

ClubPal uses intuitive icons to represent different file types:

- **PDF**: Red document icon
- **Word**: Blue document icon
- **Excel**: Green spreadsheet icon
- **PowerPoint**: Orange presentation icon
- **Image**: Picture frame icon
- **Video**: Video camera icon
- **Audio**: Music note icon
- **ZIP**: Compressed folder icon
- **Generic**: Gray document icon for unknown types

These icons appear throughout the File Manager and help you quickly identify file types at a glance.

## Browser Compatibility

### Fully Supported Browsers
Modern browsers provide the best file viewing experience:
- Google Chrome 90+
- Mozilla Firefox 88+
- Microsoft Edge 90+
- Safari 14+

### Preview Limitations
Some file types may not preview in certain browsers:
- Older browsers may not support HTML5 video/audio
- Download the file if preview doesn't work in your browser

PDFs are the exception: ClubPal draws them itself, so they do not depend on your browser having a PDF viewer of its own.

## Tips for Best Viewing Experience

### For Images
- High-resolution images may take longer to load
- Use the browser's zoom controls (Ctrl/Cmd + Plus/Minus) for detailed viewing
- Right-click to save image directly from preview

### For Videos
- Large video files may buffer before playing
- Ensure stable internet connection for smooth playback
- Use fullscreen mode for better viewing
- Check audio settings if sound doesn't play

### For PDFs
- Use the toolbar above the page to move between pages and to zoom
- Some complex PDFs may be slow to load
- Download the PDF for anything the viewer does not do, such as filling in a form, annotating, or printing
- PDFs over 25MB are offered as a download rather than shown in the viewer

### For Office documents
- A document you have just uploaded may show **Preparing preview…** for up to a minute. Leave the page open and it appears by itself.
- Wide spreadsheets fit the width of the screen, so zoom in to read one on a phone
- Download the file to edit it, or when the exact layout or fonts matter

### For Audio
- Playback begins when you click play
- Use the timeline to skip to specific parts
- Adjust volume with the slider control

## Troubleshooting

### Problem: File preview doesn't display
- Ensure your browser supports the file type (modern browsers support images, videos, PDFs, and audio)
- Check your internet connection for large files
- Try downloading the file if preview isn't supported
- Clear your browser cache and reload the page

### Problem: Video or audio won't play
- Verify the file format is supported (MP4, WebM for video; MP3, WAV for audio)
- Check browser console for codec errors
- Try a different browser
- Download and play locally if browser playback fails

### Problem: An Office document shows a Download File button instead of a preview
- If you uploaded it moments ago, refresh the page after a minute or two: the preview may still have been in preparation
- Check the file is under 50MB. Larger documents are not previewed.
- Open the file on your computer. If it will not open there either, it is probably damaged, so upload a fresh copy with **Upload New Version**.

### Problem: PDF shows blank page
- Wait for the PDF to fully load (may take time for large documents)
- Try downloading the PDF instead
- Ensure browser has PDF viewing enabled
- Update your browser to the latest version

### Problem: Download button doesn't work
- Check your browser's popup blocker settings
- Verify you have permission to download
- Try right-clicking and "Save Link As"
- Contact your administrator if issues persist

## Next Steps

- **[Sharing Files](https://www.clubpal.app/docs/file-manager/sharing)** - Learn how to share files with your club members
- **[Organizing Files](https://www.clubpal.app/docs/file-manager/organizing)** - Keep your files organized and easy to find
- **[Storage & Quotas](https://www.clubpal.app/docs/file-manager/storage)** - Manage your storage space