Private Files

This is the most common way to use a private file: an image or a video on a file server in your office network.

1. Make sure your file server is set up for private files (see "Set up your file server" below). You only need to do this once
2. Copy the full web address of the file on your server, for example https://files.example.local/signage/welcome.jpg
3. Go to Library and click From URL
4. In the Create asset from URL window, click the Private file on local network tab
5. Paste the address into File URL. Check that the type next to it (Image, Video or SVG) is correct
6. Click Load preview. When the file shows up under Preview, check the File name, and click Add
7. Open a playlist, click Assets in the editor's toolbar, and add the file to a slide like any other image or video
8. Publish the playlist to your screens as usual

The Library is found here: https://my.playsignage.com/library

Tip: If the file doesn't show up in the Library right away after you click Add, refresh the page.

Set up your file server

Before you can add a private file, your file server must meet these requirements:

• It serves the files over the web (HTTP or HTTPS). You must be able to open the file's address in a web browser. FTP and shared network folders (like \\server\share) don't work
• It allows cross-origin requests (CORS). The server must send the header Access-Control-Allow-Origin with the value * with every file
• If you use files larger than 25 MB with our Chrome extension player, the server must also send the header Access-Control-Expose-Headers with the value Content-Range
• The files can be opened without a login. The web portal and the players don't send a user name or password. Protect the files by limiting access to your network instead

We recommend HTTPS. Our web portal runs on HTTPS, and most browsers block or change plain HTTP files on a secure page. If the preview doesn't load over HTTP, try HTTPS.

Your IT team can set this up. How you add headers depends on your file server software, so check its documentation for "CORS" or "custom response headers".

Add a private file

• Go to Library. If you want the file in a folder, open the folder first
• Click From URL
• Click the Private file on local network tab. On a phone or a narrow window, the tab is called Private file
• Paste the file's web address into File URL
• Check the file type in the list next to it: Image, Video or SVG. Play picks the type for you when the address ends in a known file extension. If it doesn't, choose it yourself
• Click Load preview. Your browser now loads the file from your server and shows it under Preview
• When the preview works, Width, Height and File name appear. They're filled in for you. You can change the File name, which is the name you'll see in the Library
• Click Add

Add stays greyed out until the preview has loaded and your server has passed the cross-origin (CORS) check.

If something goes wrong, you'll see one of these messages:

• Asset load failed, make sure that the browser can access the file and correct file type is selected!: your browser couldn't open the file. Check that you're connected to the network where the file server is, that the address is correct, and that the right type is selected
• The file server did not return cross origin headers, how to fix?: the file loaded, but your server doesn't send the Access-Control-Allow-Origin header. See "Set up your file server" above

Want to know more while you're in the window? Click Tell me more about private files! at the top of the tab.

Note: If you add a web address that's already in your Library, Play reuses the file that's already there instead of creating a second one.

Supported file types

Play recognizes these file extensions:

• Images: .gif, .jpg, .jpeg, .png and .webp
• Videos: .mp4 and .m4v
• Vector graphics: .svg

These are formats that browsers and media players can show without any conversion. Other formats, like .pdf, .mov, .doc or .pptx, need to be converted on our servers, so they can't be used as private files. Upload them the normal way instead.

Use a private file in a playlist

A private file works like any other image or video in the editor:

• Open the playlist in the editor
• Click Assets in the toolbar
• Click the private file to add it to the slide
• Move and resize it, and publish the playlist

You can only add private files in the Library. The editor doesn't have its own private file option.

Note: The editor loads private files from your server, so you need to be on the same network while you edit. Away from the network, private images and videos won't show in the editor or in the Library.

Rename a private file

• Go to Library and click the file
• Click Rename
• Type the new name and click Save

Renaming only changes the name in Play. It doesn't rename the file on your server, and it doesn't change the file's web address.

Change or update a private file

You can't change the web address of a private file after you've added it. To show a different file, add the new file and replace the old one:

• Add the new file as a private file (see "Add a private file" above). Give it a different web address than the old one, for example a new file name on your server
• In the Library, click the old file and click Replace Asset. The button only shows when the file is used in at least one playlist
• In the Replace Asset window, tick the playlists where you want to replace the file
• Choose Scale to fit or Scale to fill
• Click Select new asset and pick the new file
• Publish the playlists that changed

You can also replace a file from the editor: click the image or video on the slide, and click Replace Asset in the settings panel on the right.

Note: What if you just overwrite the file on your server and keep the same address? Screens that have already downloaded it will most likely keep showing their saved copy. Adding the new version under a new address and using Replace Asset makes sure your screens pick it up.

Switch between private and uploaded files

There's no switch that turns a file private or public. A file is private because its web address points to your server. To switch:

• From private to uploaded: upload the file the normal way (Upload in the Library, or the Public file on the Internet tab under From URL). Then use Replace Asset on the private file and publish. Remove the private file when you no longer need it
• From uploaded to private: put the file on your file server, add it as a private file, and use Replace Asset on the uploaded file. Publish, and remove the uploaded file if you don't want it stored with us anymore

Remove a private file

• Go to Library and click the file
• Click Remove
• In the Remove file <file name> window, click Remove to confirm, or Cancel to keep the file

The window says the file will be permanently deleted from our servers. For a private file, that only means Play forgets it. The file on your own server isn't touched.

If the file is used in a playlist, you'll see Asset is in use. The window lists the playlists that use it. Click Remove to remove it anyway, or Skip to keep it.

When you remove a file that's in use, it's also removed from the slides it's on. Publish those playlists yourself afterwards, so your screens get the change.

To remove several files at once, click the round tick icon on each file in the Library to select it, and click Delete selected at the bottom of the page.

Removing a private file in Play never deletes the file from your file server.

How your screens load private files

When you publish, each screen downloads the files in the playlist and saves them on the device. It does the same for private files, except that it downloads them from your file server instead of from us. The screen then plays its saved copy.

This means:

• The screen must be able to reach your file server when it downloads new content, for example right after you publish
• If a screen can't download a private file, it shows the new content only once the file can be downloaded. You'll see an error with the screen's name in the web portal. Most likely, the screen keeps playing what it had before
• Private files aren't optimized for media players. Large or very high-resolution videos can play badly on entry-level devices, so keep your files a sensible size
• Play doesn't know the size of a private file if your server doesn't tell it, so the download progress and storage check may not count it

Important notes about private files

• Private files never pass through our servers when you add them or when your screens download them
• The editor saves small, low-resolution preview pictures (thumbnails) of your playlists and slides. If a slide shows a private image, its thumbnail can show a small version of it
• You need to be on the network where the file server is to see private files in the Library and the editor
• Our support team can't open your private files. If your browser or screens can't load them, your IT team will need to check the file server and the network
• The crop tool and the Download button in the file's details load the file through our servers. They most likely won't work with private files on a local network. Crop the file on your computer before you save it on your server
• If you share a playlist with another team, their screens also load the private files from your server, so they must be able to reach it too
• Each team has its own Library. A private file added in one team doesn't show up in another team's Library
• Private files are part of the Pro and Ultimate plans. On the Essential plan, the fields on the Private file on local network tab are greyed out, and team owners and super admins see an Upgrade button
• Everyone on your team who can use the Library can add private files

Private files compared to uploaded files

• Private files stay on your network. Uploaded files are stored by us
• Private files have no size limit. Uploads to our servers can be up to 2 GB
• Private files must be in a format that browsers and players can show as-is. Uploaded files are converted when needed
• Private files aren't optimized for your media players. Uploaded files are
• Private files only load where your file server can be reached. Uploaded files load anywhere with an Internet connection

Options in the Create asset from URL window (Library → From URL → Private file on local network)

• Tell me more about private files!: a short explanation with a link to this page
• Upgrade: shown on the Essential plan to team owners and super admins
• File URL: the full web address of the file on your server
• File type: Image, Video or SVG. Picked for you from the file extension. Image is selected when Play doesn't recognize the extension
• Load preview: loads the file in your browser and checks that your server allows it
• Preview: shows the file after you click Load preview
• Width and Height: the size of the image or video in pixels, filled in from the file
• File name: the name the file gets in your Library. Filled in from the last part of the web address
• Add: adds the file to your Library. Available once the preview has loaded and the CORS check has passed

Options in the file's details (Library → click the file)

• Download (the download icon): downloads the file. Most likely doesn't work for private files on a local network
• Rename and Save: change the file's name in Play
• Replace Asset: replace the file in one or more playlists. Only shown when the file is used in a playlist
• Remove: remove the file from your Library
• The details also show when the file was added (Uploaded), its Dimensions, and its Size when your server has reported it

Options in the Replace Asset window

• A tick box for each playlist that uses the file
• Scale to fit: shows the whole new file inside the old file's area, keeping its shape. There may be empty space on the sides or at the top and bottom
• Scale to fill: fills the whole area of the old file. The new file is stretched if needed
• Select new asset: choose the file to use instead

What is the file size limit?

There's no size limit for private files, because they're never uploaded to us. Keep in mind that private files aren't optimized for your media players, so very large files can make your players slow.

Which file types can I use as private files?

Images (.gif, .jpg, .jpeg, .png and .webp), videos (.mp4 and .m4v) and vector graphics (.svg). Other formats, like .pdf, .mov or .doc, need to be converted on our servers, so upload those the normal way.

Where do I add a private file?

In the Library. Click From URL and choose the Private file on local network tab. You can't add private files from the playlist editor, but once a file is in your Library, you can add it to a slide with Assets.

Why is the Add button greyed out?

Add becomes available after you click Load preview, the file has loaded, and your file server has passed the cross-origin (CORS) check. If you see The file server did not return cross origin headers, your server needs to send the Access-Control-Allow-Origin: * header. See "Set up your file server" above.

What does "Asset load failed" mean?

Your browser couldn't open the file. Check that you're connected to the network where the file server is, that the address is correct (try opening it in a new browser tab), and that the right type (Image, Video or SVG) is selected.

Why are the fields on the Private file tab greyed out?

Your team is on the Essential plan. Private files are part of the Pro and Ultimate plans. Team owners and super admins can click Upgrade on the tab to change the plan.

Do I need a Pro or Ultimate plan for private files?

Yes. Private files are part of the Pro and Ultimate plans.

What happens to my private files if we move to the Essential plan?

You can't add new private files on the Essential plan. The private files you already added stay in your Library, but we recommend replacing them with uploaded files or upgrading, as the feature isn't part of the Essential plan.

Does my file server have to use HTTP?

No, HTTPS works too, and we recommend it. Our web portal runs on HTTPS, and most browsers block or change plain HTTP files on a secure page. FTP isn't supported.

Can I use a file server that needs a login?

Most likely not. The web portal and the players load the files without a user name or password. Protect the files by limiting access to your network instead.

Can I see private files when I'm not at the office?

Only if you can reach the file server, for example through your company's VPN. The Library and the editor load private files from your server, so away from the network they won't show.

Will my screens keep playing if the file server goes offline?

Your screens save a copy of each file when they download it, so they should keep playing content they already have. They need to reach your file server again to download new or changed files, for example after you publish.

I changed the file on my server, but my screens still show the old one. Why?

Screens download a file once and then play their saved copy. If you overwrite the file and keep the same address, your screens most likely won't notice. Save the new version under a new address, add it as a private file, and use Replace Asset. Then publish.

Can I change the web address of a private file?

No. Add the new address as a new private file and use Replace Asset on the old one. See "Change or update a private file" above.

Can I turn an uploaded file into a private file, or the other way round?

Not with a switch. Add the file the other way (upload it, or add it as a private file), use Replace Asset, and publish. Then remove the old file. See "Switch between private and uploaded files" above.

Does removing a private file in Play delete it from my file server?

No. Removing a private file only removes it from your Library, and from any slides it's on. The file on your server isn't touched.

Does Play store any copy of my private files?

The files themselves are never uploaded to us. The only exception is the small preview pictures (thumbnails) the editor saves of your slides and playlists. If a slide shows a private image, its thumbnail can show a small, low-resolution version of it.

Can I crop a private image?

The crop tool loads the image through our servers and saves the cropped image with us, so it most likely won't work with a private file on a local network. Crop the image on your computer before you save it on your file server.

Why doesn't the Download button work for my private file?

The Download button in the file's details loads the file through our servers, which can't reach your local network. Open the file from your file server instead.

The file doesn't show up in the Library after I click Add. What do I do?

Refresh the page. The file should show up in the folder you were in when you added it.

Can other teams see my private files?

No. Each team has its own Library. But if you share a playlist that contains a private file with another team, their screens also load the file from your server, so they must be able to reach it.

Who on my team can add private files?

Everyone who can use the Library. On the Essential plan, only team owners and super admins see the Upgrade button.

Can your support team help if a private file doesn't load?

We're happy to help with Play, but we can't open files on your network. If your browser or screens can't load a private file, your IT team will need to check the file server, its CORS headers and the network.