Appearance
Managing Files
Learn how to effectively manage your virtual files with the admin interface and best practices.
File Listing Interface
The Virtual Files admin provides a comprehensive table interface for managing all your virtual files.
Main File Table
Located at Virtual Files → All Files, the main table displays:
- Filename: Complete filename with extension
- Status: Active/Inactive with visual indicators
- Accessibility: Real-time accessibility status with emojis
- MIME Type: Auto-detected content type
- Views: Access count (Pro feature only)
- Last Modified: File modification date
Custom Admin Columns
The table includes specialized columns for virtual file management:
Status Column
- 🟢 Active: File is publicly accessible
- 🔴 Inactive: File returns 404 when accessed
Accessibility Column
- 🟢 Live: File is accessible via URL
- 🔒 Locked: Free user limit exceeded (oldest files inaccessible)
- 🔴 Disabled: File status is set to inactive
- ⚠️ Warning: No filename set or validation errors
- ❓ Unknown: Status cannot be determined
MIME Type Column
- Auto-detected content type based on file extension
- Shows actual MIME type that will be served
- Helps verify correct file type selection
Row Actions
Each file in the table includes standard WordPress actions plus custom options:
Standard Actions
- Edit: Open file editor to modify content
- Quick Edit: Edit title and status inline
- Trash: Move file to trash (with confirmation)
- View: Preview file (when accessible)
Custom Actions
- Visit File: Opens file in new tab at its public URL
- Only shown for active files with valid filename
- Opens directly to the clean URL (e.g.,
yoursite.com/robots.txt)
Search and Filtering
Search Options
- Global Search Box: Search filenames and content
- Filter Dropdowns: All, Published, Draft, Trash
- Date Filtering: Filter by creation/modification month
- Default Sorting: Newest files first by modification date
Automatic Filtering
- Free Users: Only 5 most recent active files are accessible
- Pro Users: All active files are accessible
- Status-based filtering shows which files work
Bulk Operations
Bulk Selection
- Use checkboxes to select multiple files
- Shift+Click: Select range of files
- Header Checkbox: Select/deselect all files on page
Available Bulk Actions
- Edit: Bulk edit metadata (standard WordPress)
- Move to Trash: Delete multiple files with confirmation
- Delete Permanently: Remove files from trash
- Restore: Restore files from trash
Pro Bulk Features
- Backup & Restore: Bulk backup and restore operations
- Bulk Status Changes: Change multiple files to Active/Inactive
- Advanced Filtering: Filter by file type, date range, status
File Status Management
Status Types and Effects
Active Status
- File serves at clean URL (e.g.,
yoursite.com/filename.ext) - Content is cached (if caching enabled in settings)
- Access is tracked (Pro feature)
- Included in search and file operations
Inactive Status
- File returns 404 errors
- Content preserved in database
- Can be reactivated with one click
- Not counted in Free user active file limit
Trash Status
- Files moved to trash with standard WordPress behavior
- Can be restored within 30 days
- Auto-deleted after 30 days
- URLs immediately return 404
Pro vs Free Feature Differences
Free Version Limitations
- 5 Active File Limit: Only 5 most recently updated active files are accessible
- Basic Columns: No views/access tracking
- Standard Editor: Plain textarea without syntax highlighting
- Limited File Types: Only .txt, .md, .json supported
- No Bulk Import/Export: Manual file management only
Pro Version Features
- Unlimited Files: No quantity restrictions
- Analytics Column: Access count tracking per file
- Enhanced Sidebar: File size, MIME type, visit statistics
- Advanced Editor: CodeMirror with syntax highlighting and themes
- All File Types: Support for XML, RSS, CSV, YAML, LOG
- Bulk Import/Export: JSON backup and restore functionality
- Advanced Caching: Performance optimization features
Enhanced File Sidebar
File Information Panel
When editing a file, the enhanced sidebar displays:
Status Controls
- Dropdown Selector: Active/Inactive status
- Real-time Updates: Status changes reflected immediately
- Visual Indicators: Color-coded status display
Public URL Display
- Complete URL: Shows full file URL when active
- Copy Button: One-click URL copying to clipboard
- Visit File: Opens file in new tab
File Analytics (Pro Only)
- Total Visits: Number of times file accessed
- File Size: Human-readable content size
- Last Modified: Relative time display ("X days ago")
- MIME Type: Auto-detected content type
Real-time Validation
File Accessibility Check
The admin interface continuously monitors file status:
Live Status Indicators
- Green checkmark for accessible files
- Red indicators for problems
- Tooltips with detailed status information
Validation Rules
- Filename Validity: Checks for forbidden characters
- Extension Validation: Ensures file type is allowed
- Content Presence: Verifies file has content
- Uniqueness Check: Prevents duplicate filenames
Error States and Solutions
- No Filename: Shows warning icon with tooltip
- Invalid Characters: Displays specific invalid characters
- Extension Not Allowed: Shows allowed extensions list
- Duplicate Name: Suggests alternative names
File Management Best Practices
Organization Tips
- Descriptive Filenames: Use clear, meaningful names
- Consistent Naming: Follow naming conventions
- Logical Grouping: Organize files by purpose or type
- Regular Cleanup: Remove unused or outdated files
Performance Optimization
- Enable Caching (Pro): Faster file serving
- Monitor File Size: Keep content reasonable
- Regular Updates: Keep frequently accessed files current
- Status Management: Inactivate unused files to improve performance
Free User Strategy
- Active File Planning: Keep most important files in active set
- File Rotation: Update frequently to keep files in accessible set
- Content Optimization: Maximize value of 5-file limit
- Upgrade Consideration: Evaluate Pro upgrade for expanded capabilities
Troubleshooting File Management
Common Issues and Solutions
File Not Accessible
Symptoms: File shows as active but returns 404 Solutions:
- Check if you're on Free plan with >5 active files
- Verify filename doesn't contain special characters
- Flush rewrite rules in Settings page
- Check for WordPress URL conflicts
Status Indicators Inaccurate
Symptoms: Status shows incorrectly Solutions:
- Refresh the admin page
- Check file permissions
- Verify content is saved properly
- Clear browser cache
Bulk Operations Fail
Symptoms: Bulk actions don't work or timeout Solutions:
- Select fewer files for each operation
- Increase PHP memory limits
- Clear server caches
- Check for conflicting plugins
Analytics Not Tracking (Pro)
Symptoms: View counts not updating Solutions:
- Verify Pro license is active
- Check caching settings
- Ensure files are publicly accessible
- Test with fresh browser session
Performance Considerations
Database Optimization
- Efficient queries for file listing
- Optimized metadata storage
- Proper indexing for fast searches
Cache Integration
- Content caching for faster access (Pro)
- Smart cache invalidation
- Performance monitoring and analytics
Scalability
- Responsive design for large file lists
- Infinite scroll support (Pro)
- Efficient pagination handling
Next Steps
Now that you understand file management:
- Create Files: Add new virtual files to your site
- Configure Settings: Optimize your plugin configuration
- Learn Backup & Restore: Protect your files with backups
- Explore Pro Features: Unlock advanced capabilities
Need Help?
- FAQ - Answers to common questions
- Troubleshooting - Step-by-step problem solving
- Contact Support - Contact options and resources