QUERTY

How do I add/delete/move/update documents in my navigation?

Functions involving documents within your website are covered extensively in various sections of the CMS Help Manual.  This FAQ is an overview, you can refer back to the manual for more detail.  Documents include PDFs, Word files, PowerPoint files, and all other types of files that can be uploaded (except images).

A note on file size:  Documents larger than 6mb are difficult to load in web browsers, and may cause time-out errors when trying to upload/download.  We recommend that users keep their files below this limit to maximize accessibility to their target audience.

We also recommend using PDFs instead of Microsoft Office files.  Files from Office 2007/2008 are not always able to be opened by all users, so if you must use an Office format, please save down to Office 97-2003 formatting first.



Upload a new document

You can load the document first, and then link to it. Alternatively, you can load the document while creating the link.

When you add a document to your page, it can be included to the list of links on the navigation pane automatically -- unless you choose otherwise!  Pay attention to this detail when uploading documents of any sort.

1. Click the Properties and Actions menu and select " Upload New Document" from the menu. The Upload New Document window will open.

2. Pick the subsite to which the document will be added, and then click "Next". The display will be refreshed to show the Upload New Document properties.

3. Select the file to be uploaded by clicking “Browse”, and then navigating to an accessible drive and choosing the file.

4. In the Title box, type the name by which the file will be known in the CMS.  This title appears in your navigation if you choose to display the item in the navigation.

5. Complete optional fields as desired, and then click "Next". The Custom Page Information window will be displayed.

6. Click the Skidmore_Nav tab. If you want the document to be included in the Skidmore site navigation, check the appropriate boxes and enter the sort order.  If you do not want the document displayed in the navigation, uncheck the "Include in Nav" box.

7. Click "Finish". The document is now available for selection when creating and editing links.

 

Delete a document from your site

1. From any page you own, access the Properties and Actions menu and select "My Pages".  If you have a large number of pages, you may wish to begin on a specific page that shows a link to the document in question, and change the dropdown "Subsite Scope" to be "Current Subsite Only".

2. Display the list of your uploaded documents by clicking on the + to the left of "My Uploaded Documents". 

3. Check the box for each item to be deleted.  Warning: deletion is permanent!

4. When you have picked the pages to be deleted, click the "Delete Selected Pages" button. The system will ask for confirmation.

5. Click "OK".

Change the sort order of a document in my navigation

1. From any page you own, access the Properties and Actions menu and select "My Pages".  If you have a large number of pages, you may wish to begin on a specific page that shows a link to the document in question, and change the dropdown "Subsite Scope" to be "Current Subsite Only".

2. Display the list of your documents by clicking on the + to the left of "My Uploaded Documents".

3. Click the pencil to the right of the document title and select "Custom Metadata" from the menu.  If this window does not appear, or you get an error message, click the Properties and Actions icon and select "Standard Metadata", then click the Next button.  Custom Metadata will then be displayed.

4. Select the Skidmore_Nav tab.

5. Change the sort order to whatever you have chosen, and then click "Finish".




Remove a document from navigation  (but not delete from your site)

1. From any page you own, access the Properties and Actions menu and select "My Pages".  If you have a large number of pages, you may wish to begin on a specific page that shows a link to the document in question, and change the dropdown "Subsite Scope" to be "Current Subsite Only".

2. Display the list of your documents by clicking on the + to the left of "My Uploaded Documents".

3. Click the pencil to the right of the document title and select "Custom Metadata" from the menu.  If this window does not appear, or you get an error message, click the Properties and Actions icon and select "Standard Metadata", then click the Next button.  Custom Metadata will then be displayed.

4. Select the Skidmore_Nav tab.

5. Turn off the "Include in Nav" checkbox, and then click "Finish".


Upload a new version of an existing document


There are two methods to upload a new version of a document.  This will over-write the old version, and update any links made using the Gallery search.

Method 1
1. From any page you own, access the Properties and Actions menu and select "My Pages".  If you have a large number of pages, you may wish to begin on a specific page that shows a link to the document in question, and change the dropdown "Subsite Scope" to be "Current Subsite Only".

2. Display the list of your documents by clicking on the + to the left of "My Uploaded Documents".

3. Click the pencil to the right of the document title, and select "Upload New Version" from the menu.

4. Browse for the new version of the file on your computer, and then click Finish.

 

Method 2  (IE only, and only if there is a text link to the document)
1. In Author mode on the page in question, open the text block that contains the link.  Highlight the link text, and click the "Link" icon.

2. Choose "New Document Version", browse on your computer for the correct file, and click "Finish"


 

 

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