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Overview

Document Upload is a tool used for uploading documents which can be hyperlinked throughout your website.  This course will  teach you how to upload, organize and secure documents on your website.

Accessing Document Upload

Admins can access Document Upload by hovering over ADMIN in the top left hand corner of your website and clicking Document Upload found under the CONTENT MGMT section of the dropdown menu. Editors may access Document Upload via the Admin tab in the navigation.

Admin Access

Editor Access

The Interface

The left side of the Interface is a file structure using folders to organize the documents.

The right side of the interface includes the Document Upload Tool Bar and lists the documents found within the left hand side folders.

Uploading a Document

Select Document Upload from the Admin Tool Bar.

1. Select the green circle with a white plus sign. 
2. Should you need more than the file upload fields, select the Add Input button.
3. Use the Select button to browse your computer for the file you wish to upload.  Double click the file name and the file name will appear in the file load field. It is recommended to make sure all file names do not contain special characters such as "+" or special letters such as "é" as they can cause issues when creating links to those specific documents.
   
   
   
   
   
4. Configure other options
   1. 'Overwrite Existing Files with Same Name?' is unchecked by default.  'Overwrite Existing Files with Same Name?' is typically used to replace an existing file with an updated file with the exact same title.  The benefit of this option is that you will not need update any corresponding links to the document either on the website or in sent emails.
   2. 'Secure Files on Upload?' option is checked by default.  Secure files can only be accessed by logging into your website.  If the document being uploaded is linked to from the public side of your website or should be accessible through a link within an email without a requiring the user to log into your website, then you will want to uncheck this option.  Please review the Document Security information below as unsecured documents can be problematic.
   3. - The 'Upload to Folder' options allows you to upload the document(s) to any folder you choose from the dropdown menu.  The folder selected by default will be the folder selected on the left hand side of the Document Upload interface prior to opening the Upload Files window.
      
      
5. Select the Upload button. Once the upload is complete, the Upload Files window will display the Upload Results.

Toolbar Options

The toolbar located at the top of the Document Upload interface contains several icons which allow you to preform various actions.  Some of these options are also available by right clicking on a document.

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 Help -  Directs user to this article

Document Security

Secure documents can only be accessed by a user after logging into your website.  When a document is Secure, the checkbox on the right hand 'Secured' column is checked, as seen above:

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1. Make sure the document is already marked as Secured then right click on the file name and select the option for 'View File Properties'
   
   
   
   
2. The File Properties dialogue box will appear. By default, all of the Groups in the Assign Groups pull down option are selected to view the document. 
   
   
   
   
3. Select all is the default setting.  Either uncheck Select All and then select the proper Groups for viewing rights or uncheck the Groups who should not have viewing rights.
   
   
   
4. Close the File Properties dialogue box using the x in the upper right hand corner. The Properties will be save automatically. 

Organizing Your Documents

You are able to manage the organization of uploaded documents by creating custom folders on the left hand side of the Document Upload interface.  Create folders that make sense to you and keep you organized. Drag and drop folders to restructure the folder hierarchy if needed. Documents can be moved into any folder at any time without the need to update the corresponding hyperlinks. Files must be moved between folders using the Move Selected Files feature.

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Once a folder is created, you have the option to upload files directly to the folder by selecting the folder name in the Upload to Folder dropdown within the Upload Files window.

Additional Information:

• The maximum allowed size per file is 100 MB
• File names cannot contain an apostrophe or a plus sign.
• Most common file types:
  • .pdf - Adobe Acrobat Document
  • .doc - Microsoft Word Document
  • .xls - Microsoft Excel Document
  • .ppt - Microsoft PowerPoint Presentation
  • .txt - Text Document
  • .zip - Zip File

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