Creating a new File (PDF, Word Doc, etc) and linking to it

Let’s say you would like to display a PDF, word document, spreadsheet or other File on your website. How do you do it? Here is a tutorial to help you out. We have two options for this tutorial, a video and a text description. The video will appear first, followed by the text and screenshots.

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Please note: This video is best viewed in full screen mode. Click the Full Screen button in the bottom right corner to access full screen mode.

Naming Your File

The first step is to make sure your file is properly named. The filename of your File can be whatever you like and you can create a new content item. If you upload the same document annually, consider giving it an overarching name the first time you upload it (e.g., fall.pdf). We have some guidelines to help you have good file naming conventions.

Pick a Location and Create New Item

Once you have your file named properly, decide where you would like to place it in the CMS. There will be a number of PDF folders available plus a number of other folders. Select the folder that makes the most sense for the File that you are going to upload. Right click on the folder you would like your File to be created in, and select New Item -> File from the menu. Here is an example using a PDF folder in the ECE website:

Creating a new File
Creating a new File
You’ll be presented with an empty form. Fill out your System and Display title as appropriate. The Start Date will be filled out for you automatically. You may leave the Expiration Date and Reminder Date blank. The Binary Filename will be blank until you have Browsed and selected your file. Click the Browse… button and select your file to upload. The File Type will be filled out automatically and you can leave the File Category field blank. Click Insert. Then you may click Close. Here is an example from the ECE website:

Saving a new File
Saving a new File
Note the two fields outlined in red. The first red field is the System Title. It is very important that you remember what text you enter in this field as we will be using this text to search for the File you’ve created when we create a link to this File later on. The second red field is the File Name. This field is important because it is the name of the File as it appears on your website to your users. When your website users save this file, this field will control the name of the file. Make sure that this field ends in “.pdf”, “.doc”, “.xls”, or some other appropriate file extension.

Check In and/or Transition

After you finish creating your File and close the form, your File will be checked out and in Draft state. You may want to transition the File to Public or simply to Check In. Note that no changes will be make to your live site until your File is transitioned to the Public state.

Link on Website

Since you have created a new File, you’ll need to link it to your website. You most likely have a Generic webpage or Highlight that you’ll want to add a link to. Locate the CMS item that you want to place your link on. Edit or Quick Edit your item and activate ePhox. If you are editing a Generic page, you’ll want to activate the Body ePhox box. If you are editing a Highlight, you only have one ePhox box to choose from. In our example, we’ll edit a Generic webpage on the ECE website to add a link to the PDF that we just created.

Working in ePhox

You may have some text already in place that you would like to link. If not, go ahead and type in some text. Once you are done, you are ready to create your link. Highlight the text you would like to link and then click on the CMS inline link button:

Creating an internal CMS link
Creating an internal CMS link
Use the CMS search function to find the File that you would like to link to. Click on the Advanced button and fill out the search as follows:

Searching for your new file
Searching for your new file
Important: Notice that the text that you enter in the Title field matches the text that you entered into the System Title field when you first created your new File. This is an important connection to make. Once you are finished filling out the appropriate search fields, click Search. Select your File and click Add:

Insert the link to your file
Insert the link to your file
Your file will now be linked. You may save your changes and close the Content Item that you were editing. Remember to check in your Item and Transition it to Public so that your link appears on your live site.

Newly created link
Newly created link