Tag: files

Files

You can upload files to the CMS in order to link to them on a webpage. Types of files you can upload include audio, video, PDFs, Microsoft Office files, and more. These files have a size limit of 1GB each. After uploading, you must publish the file.

Upload

There are two ways you can upload a file.

Pages List View

From the Pages List View navigate to the folder in which you want the file to reside. You can simply drag a file from your computer to the screen. Look for the green highlight at the top of the screen and release the mouse button. Your file must meet naming requirements for this to work. The file must include only lowercase letters, numbers, no spaces, and no special characters except hyphen (-).

You can also click the Upload button at the top of the screen.

upload

  1. Type: Choose Upload Files
  2. Click the green +Add or drag your file from your computer to this window (skip the next step if you drag and drop).
  3. Select the file from your computer.
  4. If the filename does not meet the requirements of only lowercase letters, numbers, no spaces, and no special characters except hyphen (-) it will appear in red. Hover over it and select Rename to change the name it will have in the CMS. Be sure to keep the .pdf or other file extension in the filename. Once you type the new name, click outside the text box. DO NOT press enter.
    Screen Shot 2017-03-10 at 4.09.55 PM
  5. You can add multiple files at one time.
  6. When all files are added click the Start Upload button.
  7. Publish all of the files you uploaded.

Watch a video to see the process for uploading a file from the Pages List View.

Within an Editable Region

While you are editing content in an editable region you can upload files.

  1. Highlight the text that will be linked to the file.
  2. Click the Insert/Edit Media button for a video or the Insert/Edit Link icon for other file types.
  3. Click on the file icon next to the URL field.
  4. Select the location where you want the file to be saved on the left.
  5. Click the Upload button at the top of the window and continue as you would with the Pages list view method.
  6. You must return to the Pages List View to publish the files you uploaded.

Watch a video to see the process for uploading a file within an Editable Region.

Replacing a File

To replace an existing file with a new version, use the Pages List View method. When the new file is added to the list of files to be uploaded, be sure it is named the same as the existing file. If it is not, hover over it and select Rename. Type in the correct name. Select the Overwrite Existing checkbox to replace the file and click Start Upload. This will maintain all the existing CMS links to the file.

Watch a video to see the process for replacing an existing file.

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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. 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.

You may only work in one operating system, however your web files will be viewed by numerous systems. Therefore, it becomes essential that you play it safe and avoid common illegal directory and filename characters. Some are illegal because a specific operating system doesn’t support them, others because they are used as variables or reserved characters. Naming conventions are important in web addresses (folder names) as well as for binary files.

Do not use any of these common illegal characters.

  • # pound
  • < left angle bracket
  • % percent
  • > right angle bracket
  • & ampersand
  • * asterisk
  • { left bracket
  • ? question mark
  • } right bracket
  • / forward slash
  • back slash
  • + plus sign
  • : colon
  • = equal sign
  • “ double quotes
  • | pipe
  • ‘ single quotes
  • ` backtick
  • ! exclamation point
  • @ at sign
  • $ dollar sign
  • and blank spaces

Also, keep these rules in mind:

  • Don’t start or end your filename with a space, period, hyphen, or underline.
  • Keep your filenames under 31 characters.
  • Most operating systems are case sensitive.
  • Non-ASCII characters need to be escaped.
  • Separate words with dashes (not underscores).
  • Keep the overall filename length reasonably short.
  • Selecting Great URLs

Example:

Bad filenames Translates to
F&A Costs.html F&amp;A%20Costs.html
my PDF file#name.pdf my%20PDF%20file%23name.pdf
Good filenames
fa-costs-index.html
my-pdf-file-name.pdf


Note: This list is not exhaustive. It is meant to help you avoid common errors in filenames.

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