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Last Updated: 8/8/14

Files - Uploading and Organizing

Before you can use a file on your website, you need to copy (or "upload") it from your computer to the website server. Uploading files to your site's Files area makes them available to use on your site.

Quick Start

  1. Click on the Files button in the Control Bar at the top of your page. The Files window will appear.
    Like the files stored on your computer, files for use on your website are stored and organized in folders.  You can create and organize these folders in whatever way is helpful for you.
  2. Double click and open the folder where you want to upload a file and click on the Upload button .  (See Creating a File Folder below.)
  3. Click Browse to find the files you'd like to upload.
    • There is no longer a Quick Upload or Large Upload. There is one File Upload box that that allows you to browse for any file you need.
    • After the files are uploaded, they will appear in the file directory in alphabetical order.
  4. A window will appear showing the files on your computer.  Select the file(s) to upload and click Open.
    • To select multiple files to upload, hold down the ctrl key while clicking multiple files.
  5. Once your files have finished uploading, they will appear in the Files area folder for your site.

Creating a File Folder

  1. To create a new folder, click on the New Folder button at the top left of the Files window. A new folder will appear in the Files window.
  2. In the Properties Tab at the bottom of the Files window, type a name for your folder in the Name text box.

Navigating within your Files area

  1. When you open a folder, that folder name will appear as the last item in the Now Browsing breadcrumbs menu at the top left of your Files window.
  2. To return to a previous folder, click on the folder name in the Now Browsing breadcrumbs menu.
  3. Depending on the size of your browser window, the Files Window will only display a certain number of files or folders at a time. If you can't see them all, use the scroll bar to scroll down or up.

Organizing and Moving your Files and Folders

  1. To move a file or folder to a different folder, drag and drop it into the clipboard at the bottom left of the Files Window.
  2. Next, navigate to and open the folder where you'd like to move the file.
  3. Last, select and drag the file into the main section of the Files Window.
  4. NOTE: within a folder, Files and folders are displayed in Alpha-Numeric order 
    Consecutive numerical and alphabetical order by name. Characters include 0-9, A-Z, and typically some symbols.
    Consecutive numerical and alphabetical order by name. Characters include 0-9, A-Z, and typically some symbols.
    by name. To change the order of files or folders, simply rename them and your file/folder will be moved.  The new file order will not display until you close the Files Window and re-open it.
  5. New: You can also drag and drop files right onto folders to move them there

Downloading or referencing a file

  1. To download a copy of a file to your computer, select the file and click the Download button.
  2. Each of your files can be referenced in links or browser windows in two ways:
    • File path and name:  http://yourdomain.com/files/folder_path/fiile_name. Replace "yourdomain.com" with your actual site domain, replace "folder_path" with the folder(s) containing the file, and replace "file_name" with the name of the file.  Many programs and links will allow spaces in a web address.  (In some programs spaces are replaced by "%20".)
    • File request number: http://yourdomain.com/filerequest/12345. Replace "yourdomain.com" with your actual site domain.  The system assigns a file request number to each of your files and references the file based on this number.  This allows you to rearrange your files area without breaking links, as would be the case if the file path and name method were used.  This link is displayed in each file's Properties tab under URL.
  3. Relative links:
    • If a link refers to a file on the same site as the link, you can include just the reference that comes after the ".com". 
    • For example, a link to http://mydomain.com/files/samplefile.pdf can also be referenced simply as /files/samplefile.pdf if you are on the same web site.
  4. Secured files: If a file's Access settings have been limited, attempts to access a file by someone not logged in with permission will result in a File Not Available message.  See Access Security - requiring a login.

File Properties

  1. When you select a folder or file, you may edit/view some of the file properites within the Properties tab at the bottom of the Files window.
  2. In the Name text box, you may change the name of the file or folder.
  3. Additionally, the File Size, Upload Date, and a direct URL to the file will appear to the right of the above text boxes.

Deleting Files/Folders

  1. To delete a file, select it, then click the X button at the upper right corner of the file icon  
  2. To see files that have been deleted, click the Trash Can button in the upper left.
  3. While viewing deleted files,
    • To retrieve items from the Recycle Bin, drag and drop the file(s) to the clipboard and follow the steps for moving a file as described above.
    • Click the Clear Deleted button to remove items in the Recycle Bin permanently.

Assigning Access, Editing, and Publishing rights to Files

You can restrict access, editing, or publishing rights to files on your site by requiring a login - for example, PDFs of board meeting notes that only board members can open. Files with limited access will show a login screen if access is attempted while not logged in. Files with limited editing or publishing rights cannot be modified and changes cannot be saved unless the user has sufficient rights.

  1. When logged in, click on the Files button in the site control bar.
  2. Select the file on which you would like to limit access or permissions.  PLEASE NOTE: limiting access or permissions to a file folder will not automatically also add the same limitations to all files within it.
  3. Click the Access or Editing & Publishing tabs near the bottom of the window to show the information for the file.
  4. Under Users / Groups, select a User or Group that will have access, editing, or publishing rights to this file.  See People: Site Users and Groups
  5. Click the right arrow to move that User or Group to the Allowed box.
    • Site administrators and any other users with automatic rights to the file will also be listed in the Allowed list to remind you of their rights to the file. 
  6. To remove a user or group's permission to access or modify the file, select their entry in the Allowed list and click the left arrow. Users with site-wide privileges will be shown as grayed out and cannot be removed. See People: Security Settings for more on site-wide privileges. 

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