Guidelines for Uploaded Files

Here are some guidelines to follow when uploading files to the web:

  1. File Structure.  Before you upload a document to the server, make sure you have a file structure in mind.  Eg, you may want to have a folder called “documents”, then a sub-folder called “staff” and another called “students” to appropriately organize your files.  In any case, whatever you decide, plan for organization from the beginning, since it can be troublesome to move files around down the road, when you then must change any/all links on your site that reference the newly-moved file.
  2. File Size.  Before you upload a document to the server, make sure it’s appropriately sized.  Word/PDFs should ideally be less than 100K in size in order to not test the patience of dial-up users .  For my mojoPortal sites, I specifically disallow file uploads that are greater than 20 megabytes in size.  To see how long it would take a typical dial-up user to download your file, visit http://www.numion.com/Calculators/Time.html, enter the size of your file, then click calculate to see how long it would take a dial-up user to access your file.  Note that files exceeding 4 megabytes in size may be rejected when uploading to the server, in which case, you will receive an error.  This 4 megabyte size limit can be adjusted by your resident web developer; however, you need a good reason to warrant such a change! Finally, check out this page if you want to resize a PDF.
  3. File Name.  When uploading files to the web, be mindful of file names.  It’s advisable to keep them short, in case users have to manually type in the path to the document.  Second of all, only certain characters are allowed in file names: uppercase and lowercase letters, digits, hyphens, periods, underscores, and tilde characters; others, such as ampersands and question marks should never be used and will cause errors if you do.

 

 

 

Uploading/Linking to a PDF or a Word Doc

If you want to link to a PDF or Word document within your CMS, here’s how:

  1. First, log in with your eID to your site (this assumes you have sufficient privileges to edit your site).
  2. Once you are at the page to which you want to add a link, click the “Edit” link on your page.
  3. Now, type in the text you want to become a link (eg, “complete our application” or “January Minutes”)
  4. Select the text you just typed
  5. Click the “Insert/Edit Link” icon in your editor (the icon looks like a chain link)
  6. Now click the “Browse Server” button within the pop-up window that appears
  7. Click the “documents” folder, or whatever folder you wish to store your file in (eg, you could create a new folder called “minutes”).
  8. We now need to upload your local document to the server before we can link to it.  Click “Select File” (upper-right corner, under “Upload a File”) to select your local file and click “Open”. 
  9. Click “Upload” to upload your file to the server, then select (via the Select button) your newly-added file to create the link.
  10. Click “OK” then “Update” to accept the link/update your page.

Alternate Method:

An alternate method of uploading files is using the File Manager.  Here’s how:

  1. Log in to your site as an admin using your eID.
  2. Click “File Manager” in the bottom gray bar.  If you don’t see the link there, go to the administration menu (click the “Key” icon on your page).
  3. Now you can select a folder within the folders area in the left sidebar to select the location where you wish to upload your file.
  4. Once your location is selected, click “Upload” and select the file from your local computer that you want to upload to the server.
  5. Note that the upload progress of your file will be displayed at the bottom of the file manager.  If for whatever reason you do not see your newly-uploaded file in the list, first try clicking the refresh icon (upper right corner).

 

Note: It is normally possible for your resident web developer to map a drive on your computer, such that you can just copy/paste (or work directly against) files on the web server.  That way, you could eliminate steps 7 and 8 above, and you would instead just select the existing file that’s already on the server.

 

Updating a Link/Document (or Image)

If you want to replace an existing document/image within your CMS, here’s how:

Method 1:  Using the Same Name (preferred):

If you have a document that continually needs to be updated, it’s probably best to give the file a generic name that doesn’t need to change from year to year (eg, sahe-application.pdf versus “sahe-application-20140801.pdf”.  That way, you can employ the method that follows to easily replace the file:

  1. First, log in with your eID to your site (this assumes you have sufficient privileges to edit your site).
  2. Click “File Manager” in the bottom gray bar.
  3. Locate the file that needs to be replaced and copy (or otherwise note) its name.  Eg, “sahe-application.pdf”
  4. Next give the file on your computer the same name.  This assumes you have the same file format.  If you don’t, you will have to convert the local file to be of the same format as the file on the server.
  5. Delete the file on the site (within the File Manager).
  6. Next upload the local file in place of the old one using the File Manager.

Now you don’t have to worry about updating your links, since you gave the file the identical name.

Method 2:  Using a Different File Name:

  1. First, log in with your eID to your site (this assumes you have sufficient privileges to edit your site).
  2. Now, once you are at the page where you want to update your link, click the “Edit” link on your page.
  3. Now, find the text containing the link (eg, “complete our application” or “January Minutes”)
  4. Insert your cursor in the link text
  5. Next, click the ‘Insert Link’ icon (looks like a chain link)
  6. Now click the “Browse Server” button within the pop-up window that appears
  7. Click the “documents” folder, or whatever folder you wish to store your new file in (eg, you could create a new folder called “minutes”). It should likely be in the same folder as the previous document.
  8. We now need to upload your local document to the server before we can link to it.  Click “Select File” (upper-right corner, under “Upload a File”) to select your local file and click “Open”. 
  9. Click “Upload” to upload your file to the server, then select (via the Select button) your newly-added file to update the link.

It’s probably now apparent why this method isn’t preferred.  For one, you have to remember every single location on your site where you might have linked to the old document (to replace that link).  Additionally, you still aren’t covering yourself in instances where the old link is saved elsewhere (eg, Google’s search results, bookmarks, e-mails, etc.).  Finally, this method leads to file overload – you keep adding new files to the system without replacing any, so over time you can have dozens and dozens of files that are no longer needed and are now taking space on the server.