Uploading files

Best Practices

Hint: Consider creating folders to group like-type, like-use files together. For example, when we created this Training section, we created folders for the training images that would be used on these pages so that they are easier to find, and when no longer needed, easier to delete.

This same hint is true for .pdf files or any other types of files associated with similar Web pages.

As you build your website, you'll probably need to upload image files (.gif or .jpg), .pdf or other file format types to be either included or linked. Follow these steps to upload files into the CMS:

  1. Select the folder in which you want to place the file from the Asset Tree beneath 'Base Folder'.
  2. Select New from the menu bar and then File, Folders, and Links > File.

    new file selection
  3. The New File form will open. Either drag 'n' drop your image into the dotted-line target zone or use the Choose File button to browser for your image. When your file is selected, the System Name field will be automatically updated with the original file name on your behalf.
     Screenshot of the file-upload screen options.
  4. Please be aware of the following:
    • System names must be in lowercase, and cannot have spaces, though you can use an underscore or dash to separate words
    • The file name extension must be included (ex: .jpg, .gif, .pdf, .doc, .xlsx)
  5. When the Image displays in the screen, you are also offered some very basic image editing tools. You can:
    • Rotate clockwise and counter-clockwise
    • Flip horizontally and vertically
    • Resize the height and width (aspect ratio is retained by the chain between the two number fields). Use the check mark icon to accept your resize choice or the X to cancel
    • Cropping

    Screenshot of the image edit options.

  6. In the Parent Folder area check that the file will be saved to the correct location. If you navigated to the destination in Step 1, this should be correct. If not, browse to and confirm the correct destination.
  7. Click Submit. The file is uploaded to the Web CMS.

The most common mistake when uploading files

It happens to all of us! If you click Submit to upload your file and you see the image below: 

Example of file without added file extension

The garbled information means that the file was uploaded without the proper file name extension. When this happens, simply rename the file, including the filename extension.

Uploading a zipped batch of images

For greater efficiency, a site manager can create a zipped folder containing multiple images.

  1. To upload the zip file, first select Tools | Zip Archive from the main navigation.
  2. Select the folder where the zip file should unpack, then browse to your local computer to select the zip file you created.
    Upload a zip archive 
  3. Click Submit to upload.
  4. NOTE I: Mac users may notice that an extra folder was created during this process. Unless you decide to use it, you can delete this extraneous folder if you wish.
  5. NOTE II: The publisher role by default can't upload a zip folder; however, the role can be extended to include this ability. Available upon request by the site manager.

Replace existing files

The most efficient means to replace existing document-type files (.doc, .pdf, .xsl, etc.) is:

  1. Click on the file
  2. In the preview pane, click on the Edit tab
  3. Select the Upload File button
  4. Browse and select the file from your computer
  5. Click confirm
  6. Click Submit to save