Online Help

 Help Table of Contents

Working with Files

[Related Topics]

Files are one of the five main content types in CMS (along with images, web pages, comments, and XML Documents). CMS allows you to upload and store many different types of files including PDF, DOC, XML, and so on. When you upload a file you can assign different properties and make it available for constituents to download. The download link can be configured as a simple hypertext link or as a clickable image.

CMS File Guidelines

SUBJECT

GUIDELINE

File Format

The following file formats are supported: PDF, CSS, DOC, DOCx, JS, PPT, SWF, XLS, XLSx, audio files, and others.

Size of Uploaded File

You cannot upload files that are over 20 MBs. The larger the file is, the longer it will take to upload.

Upload location

As your site is built out, it is recommended that you do one of the following when uploading files:

  • Place the files in an /assets/ folder within the folder of the page that contains the file. A folder structure tends to mimic your logical content structure. For instance, News files would be maintained in /news/assets/ and Staff files in /staff/assets/.
  • Place all files in a single /assets/ folder at the root level of your folder structure. Your Website Administrator can create appropriate content categories, and add category-backed fields to the Properties step of the associated file content type. This allows site authors to categorize each file. Another author may then, for instance, apply a content filter based on a category-backed field to a large list of files, refining it to include only those in a specific category.

[Back to Top]

This topic contains the following procedures:

To upload a file from Website Explorer

  1. In Website Explorer, navigate to the folder where you want to add your new file.
  2. Click New Item, and select the New File option. The Enter Properties window of the Authoring Wizard displays.
  3. Enter the necessary information. The fields that are available vary depending on how the content type is configured. For details, see Customizing the Author Entry Form.

    Note: The text you enter into the Description field is indexed for inclusion in Advanced (administrative) Search results. Writing a clear and specific description for each file ensures that it is presented accurately. See Understanding Advanced and Public Searches for more information.

  4. Enter the necessary information and click Next.

To edit file properties

  1. In Website Explorer, do one of the following:
    • Click New Item and select New File, or
    • Right-click an existing file and choose Edit Properties.

    The Enter Properties page displays.

  2. Edit the properties and click Finish to save the changes.

To preview a file

Depending on how the Authoring Wizard is configured for this content type, the Preview step may or may not be available.

  • In Website Explorer, right-click a file and choose Preview.

To schedule file publication or expiration

  1. Right-click a file and choose Edit Properties.
  2. Click Schedule in the Actions panel.
  3. Schedule the file for immediate publication upon approval, or select a future date and time for its publication.
  4. Select an expiration date and time, or specify that the file never expires.  

    Note: When a live file expires, it is no longer published to the Web. In the Web page, wrapper, or display template where the file is inserted, a message will indicate that it has expired.

  5. Click Finish to save your changes.

To add a "Download File" link

  1. Open a Web page for editing in the Authoring Wizard.
  2. Click Insert Link on the HTML Editor toolbar. The Hyperlink dialog opens.
  3. In the Hyperlink dialog, enter the properties as needed:
    • Text to Display: The default hyperlink text is the file name.
    • Link to: Select Another Page or File.
    • Clicking the Link: Specify whether clicking on the link opens the item in the same window or in a new window.
    • URL of Linked Page or  File: Enter the URL of the item, or click Browse to navigate to the file.
  4. Click OK.

To add a "Download File", clickable image

  1. Open a Web page for editing in the Authoring Wizard.
  2. Click to select an image (or insert an image if necessary).
  3. Click Insert Link on the HTML Editor toolbar. The Hyperlink dialog opens.
  4. In the Hyperlink dialog, enter the properties as needed:
    • Text to Display: The default hyperlink text is the file name.
    • Link to: Select Another Page or File.
    • Clicking the Link: Specify whether clicking on the link opens the item in the same window or in a new window.
    • URL of Linked Page or  File: Enter the URL of the item, or click Browse to navigate to the file.
  5. Click OK.

[Back to Top]

Related Topics