Category Archives: Files

How to Restore a Previous Version of an Item

Once in a while, an item is edited and sent back to public when it shouldn’t have been. Or, older content is more accurate. To roll an item back to a previous state requires a few clicks, but is an easy process. Follow these steps and if you have any questions, contact

  1. Locate the item that will need to be rolled back in the CMS.
  2. The item will need to be checked-in, in the Quick Edit state. (Only items in Public/Quick Edit can be revised.)
    1. If the item is in Public, right-click the item and select “Change State (Workflow)” -> “Move to QuickEdit”.
    2. If the item is in QuickEdit (check out), right click the item and select “Change State (Workflow)” -> “Check-In”.
  3. Determine which version the item should be rolled back to. This can be done by right-clicking the item, “View More Information” -> “Revisions”.
  4. From the Revisions window, the latest revisions are at the bottom. You can View Content (left column) to verify which version is best. After you identify the best version, click Promote (left column).
  5. The Edit Content window will launch. Click the Update button and Close.
  6. Right-click and Change State (Workflow) > Return to Public. OK.

The new version of the page will show up after the next CMS publish. Note: if a whole page, including Right sidebars/Sliders (Highlights), Images, and Files need to be rolled back, the steps above need to be followed for each item.

Deleting or Removing Content and/or Links

The time may come to remove or delete content or links from your website. This can be done quickly and easily once you understand what scenario you are facing:

Continue reading

Embedding a Video

Many users would like to embed a video on their webpage as it offers a more interactive experience for their users. Videos are also a great way to easily share information that may otherwise be a lengthy read. In this tutorial, we’ll walk you through the process of adding a YouTube video to your webpage in the CMS.

Step 1

If you haven’t already, upload your video to YouTube and get the URL. It will look like “
Continue reading

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.

Press play to load and play this tutorial

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.

Continue reading

Files—Using the “Update File” feature

You are able to control the file name of your PDFs/documents within the CMS before and after they have been published live to your website. We will use the example of updating the file name of a File content item already within the CMS.  This is common for updating files from month to month or year to year.

When you edit a File content item, you will notice a number of fields. We will explain the purpose of the three underlined ones:

Updating a filename
Updating a filename
Continue reading

Good File Naming Conventions

There are a number of good tips to keep in mind when you name your folders, files, and web pages. These tips will help to keep your URLs short and specific to what they involve. Good file naming will also help with search engine optimization.

  • Don’t include spaces or other punctuation in your folder or file name. If necessary, use dashes in this manner: “my-new-file.pdf”.
  • Try to keep your folder or file name short while still making sense.
  • Use key words.
  • Use lowercase.
  • Pick a filename and stick to it. Besides our CMS restrictions, not renaming your file will keep the file indexed by any search engines.
  • Try to avoid using years, version numbers, or other naming patterns that date a file. Maintenance is reduced and user experience is sustained when you can just overwrite the old file with the new one each year and keep the filename the same. However, for archiving purposes, different filenames may be important (e.g., FY09). To ensure that your new filename updates properly, please let the CMS team in University Marketing and Communications know when you change a filename.

Continue reading

Uploading/Updating Files (PDFs, Docs, etc)

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

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

Naming Your File

The first step is to make sure your file is properly named. If you are uploading a file that is new to the CMS, you can name it whatever you like and 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. If you are updating an existing content item, make sure the filename of the file you are uploading matches the filename of the old file. For instance, if the file on your website is called “fall-2009.pdf” then you should make sure that the file you are uploading into the CMS is called “fall-2009.pdf”.

Continue reading