Content Management – Resource Manager & File Libraries · 2018. 4. 4. · Content Management – Resource Manager & File Libraries. Objective: To understand how to upload and store

Content Management – Resource Manager & File

Libraries

Content Management – Resource Manager & File Libraries

Objective:

To understand how to upload and store various files (ie: images and documents) within your site. This document will look at when to use the Resource Manager versus a File Library and explain the available options of both.

Content Management Series:

This document is part of a series of notes regarding Content Management within the Yourmembership.com System. Within this series we’ll explore various areas as it pertains to adding new/editing existing content within your site. We’ve organized the Content Management notes into different steps for you to follow. We recommend reviewing these Steps in the following order beginning with this document:

Step 1: “Resource Manager & File Libraries” (THIS DOCUMENT) Step 2: “Creating Custom Pages & Managing Site Content Areas” Step 3: “Menu Management”

What is the Resource Manager?

The Resource Manager is a depository for all of the files and images that you wish to place within your site. Think of the Resource Manager as a Storage Area where you can upload, store and use different files within any content area of your site. In order to insert an image or hyperlink to a document into a webpage on your site you’ll want to upload it to the Resource Manager. It’s important to organize your uploaded files to the resource manager to allow site administrators to easily access any of the files or documents quickly and easily. This section of the document will explore how to upload and organize files to the site resource manager.

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Populating Your Site’s Resource Manager

The following section of the document will explore how to add files and documents into the site Resource Manager.

Select the Content & Settings Menu Tab > within the Left Rail Menu, select the Content Management Section > select Resource Manager.

The Resource Manager will always appear in a pop-up window within your browser.

We’ll outline the actions to be performed within the resource manager.

Creating File Folders There will be 4 “Default Folders” created automatically within your site resource manager. These folders are titled “Docs,” “Files,” “Images” and “Media.” You may utilize these folders to upload items, however, it is recommended to create multiple file specific folders. (Quick Tip: You are not restricted on the number of folders you can create; however, it is not currently possible to create sub-folders within the resource manager. It’s best to create multiple file folders for specific topic areas. For example, create separate folders titled “Events_Photos” and “Events_PDFs” so that all of the documents you upload in regards to events are not contained within one singled folder)

1. Select the “New Folder” icon within the Resource Manager.


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2. Enter the desired folder name into the “Enter the name of the

new folder” text box. 3. Select the “OK” button to create the folder.

4. The newly created folder will be visible within the “Resources”

listing.

Uploading Files to a Folder within the Resource Manager Once you have folder(s) created you can begin to upload files to the resource manager. To begin select the folder you created.

1. Upload to this Folder: Drag and drop the image into the “Drop files here or click to upload” arear or click that area to browse for your image.

2. Auto-resize to: If the file that you are uploading is an image (.jpeg, .gif, .png), you can automatically resize the image upon upload into the resource manager. Select the specific pixel size within the Dropdown. (Quick Tip: You may also select to upload the image in its original size within the dropdown. You do have the ability to manually resize the image once its been added within a content editor)

3. Uploader: Within the uploader, you can drag and drop files into this area or select within to upload a file from wherever you have it saved on your computer.

a. Once you have selected a file you’ll see a preview of it within the

uploader. (Quick Tip: If the file is an image you’ll see a preview of the image. All other file types will display the filename.)


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b. You can upload one file at a time or upload multiple files at once within this area. (Quick

Tip: Only 10 files can be uploaded at a time) c. Select the “Remove File” link if you want to remove a selected file before uploading.

4. Upload File(s): Select the “Upload File(s)” button to upload and add the files to the selected

folder of the resource manager. (Quick Tip: There is no overall restriction on the number of files that you can upload to the resource manager. However, no individual file can exceed 30MB (Megabytes) in size)

Once the files have been uploaded you will now see that file listed within the folder you created.

View/Manage Uploaded Files Within the Resource Manager, files that have been uploaded will be located within the “Resources” area. The Resources listing will display the different folders that have been created.


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To view an uploaded file, select the folder name to show its contents in the Filename and Size area. Each file that has been uploaded to the folder will display. Select the filename to view a Preview of the file.

Additionally, a relative URL Path is created within the “Selected File Location” field. (Quick Tip: This path is relative to your site and should be used anytime creating a hyperlink or embedding an image into a content page within your site.)

There are several actions that can be performed with files contained in a folder within the resource manager. We’ll outline those actions below.

1. Back and Forward Icons: You can use these icons to navigate to folders you have recently accessed

2. Open Folder Icon: This icon can be used to open the Folder you currently have selected.

3. Refresh Icon: You can use the Refresh Icon to refresh to reflect any changes you have made.

4. New Folder Icon: This icon is used to add a New Folder.


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5. Delete Icon: Once you have selected a folder or file you would

like to delete, you can select the Delete Icon to remove that file/image/folder.

(Quick Tip: Deleting a file from the resource manager will remove the item from its current area within your site. For example, if the file is an image embedded within a page or a hyperlink to a document and you delete that file from the resource manager it will NO longer be visible within the page. Deleting the file is also deleting the PATH that makes that file accessible within your site.)

6. View Icons: Before any action can be performed on a file

within the resource manager you must first select the file within the open folder.

a. Grid View: The default view is the Grid View which includes a list and size of your files.

b. Thumbnails View: This view will display your files to include a small picture of the file.

7. Right-click File Options: These options are available when you right-click a file or image.

a. Open: This will open the image/file in a new browser tab for you to view. b. Delete: This will prompt you to make sure you want to delete this file/image. (Quick Tip:

If a file is still in use, some pages will not be displayed properly.)


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c. Rename: This will prompt you to change the name of your file/image.

d. New Folder: New Folder will create a sub-folder of the folder you are currently in. e. Copy: Copy will copy the image/file to be coped into another Folder. You can also copy a

file by dragging and dropping it into another Folder. You will receive the message below. (Quick Tip: Copying a file does not remove it from its current folder. If you wish for the file to be removed you will need to delete the file out of the previous folder.)

f. Paste: Allows you to Paste a Copied file/image into the Folder you are currently viewing.

8. Selecting Multiple Files: You can select Multiple Files to perform an action on all of those files

by holding the Control or Shift Key on your Keyboard. Then select those files with your mouse cursor.

g. Shift Key: Using the Shift Key, you can select only the first and last file you would like to change and all files/images in between will automatically be selected.

h. Control Key: Using the Control Key, you can select only the files you would like to change. This will not select the files in between them.


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9. Deleting a Folder:

i. Select the folder name to access its contents.

i. Delete any files within the folder, by selecting and right-clicking those files. j. Once no files remain within the folder, right click the folder and select “Delete”.

k. To delete the folder, a popup will display to make sure you want to delete this folder.

10. Video Tutorial: This will open up a tutorial for navigating the Resource Manager.


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11. Looking to upload private member-only files?: This will open up information about using a File

Library.

What is a File Library?

Another method of uploading files within your site, a File Library is a collection of downloadable files that can be embedded within a page and accessible to users viewing that page on the frontend of the site. The difference between a File Library and uploading a file to the site Resource Manager is twofold. First, is how the user accesses the file. Files within a File Library are presented within a page in a pre-determined table-like structure allowing easy access to the “file collection” as well as viewing/downloading specific files (Quick Tip: File Libraries are only accessible within a site-wide or group custom page). Items within the resource manger will need to be embedded or linked from within the content editor of a page. The second is privacy and accessibility of files within the File Library. The best way to restrict access to files is to utilize the File Library system which allows you to protect the file individually to “signed in member-only” access. Member login is not required in order to view files uploaded to the site Resource Manager. The only requirement of access to a file within the Resource Manager is a link to the file. File Libraries allow you to collect and upload secure files and documents that are locked to member-only access. This section of the document will explain how to create File Libraries, upload files and restrict access as well as how to present the File Library collection to users on the frontend of your site.


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Creating a File Library

Select the Content & Settings Menu Tab > within the Left Rail Menu, select the Content Management Section > select File Library

Select “Add a New Collection.”

You must first create the File Library before adding individual files to the collection. We’ll outline the File Collection settings below (in bold).

1. Name of Collection: Enter the name of the File Library within this field. The name will relate to the content of files that you would add.

For example, your collection name could be “Meeting Minutes,” with the files you upload be the recorded notes from the monthly Board Meetings that you want to provide to members. (Quick Tip: The collection name will be visible to users on the frontend of the site within the page that the file collection is displayed on)


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2. Collection can be used in: Specify what types of site pages this collection can be used in.

a. Site-wide custom pages: This option will allow the file collection to be linked to any site-wide custom page created on your site. A site-wide custom page is a content page that users can access on the frontend of your site. (Quick Tip: We’ll outline how to attach the file library to a custom page later in this document. Be sure to also review the “Creating Custom pages” notes document as well)

b. Group and site-wide custom pages: This option allows the file collection to be linked to

not only site-wide custom pages but also Group custom pages. Collections in group pages are best for more member type specific files that you may not necessarily want public site visitors to have access to.

3. Collaboration (Wiki) Mode: The collaboration “wiki” mode allows for the ability for members to contribute to the file collection from the frontend.

If enabled, signed in members who have access to the file library on the page can add new files into the collection. (Quick Tip: When “wiki” is enabled, the member must be logged into their member profile in order to contribute and add additional files to the collection. The member will not have the ability to edit or remove existing files within the collection)

4. Description: The description field allows you to provide some context for the types of files that will be uploaded to the file library. Any text added within the description field will be visible in the file library on the custom page on the frontend. (Quick Tip: This is meant to be a quick description and has a character limit of 1000)

5. Save: Select the “Save” button to create the new file collection.


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Adding a File to a File Library

Once the File Library has been created you’ll be taken to the File Collection page to upload a file.

You may edit the File Library configuration settings by selecting on the pencil/paper edit icon next to the Collection Name.

To add a new file to the collection, select the “Add a New Item” link.

We’ll outline the “add new file” options below (in bold).

1. Item Type: Select the type of item that is to be added to the file collection. In addition to specific files (ie: images, documents, etc.) you can add a URL to the file library.


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When “URL” is selected a field will appear allowing you to enter the full URL. (Quick Tip: Ensure to include the full path of the URL that you are linking to including the http://)

2. Name: Provide a descriptive name of the type of file or URL that is being added to the collection. The name will be visible within the file collection on the frontend.

3. Protected: For File item types, you may specify if the file is protected within the collection.

Restricting the file within a file library will require a member to be logged into their member profile in order to access the file. (Quick Tip: It is recommended to use ZIP of another archive file format for protected downloads. Additionally, if the hyperlink to the file is added to a page, the content of the protected file will be indexed and returned in search results)

4. File to Upload: select the browse button to locate the file or document you wish to add to the collection from wherever you have it saved on your computer.

5. Description: The description field allows you to provide some context on what information is

contained within the file. Any text added within the description field can be visible to the user on the frontend.

6. Upload Agreement: In order to upload the file to the file library you must agree to the terms of

the Upload Agreement. Simply check the box to agree to the terms.


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7. Save: Select the “Save” button to upload the file to be saved within the File Library.

Managing Files within a File Library

To view/manage files within a particular collection first select the Content & Settings Menu Tab > within the Left Rail Menu, select the Content Management Section > select File Library.

Locate the collection name and select on the wrench icon to the left of the name to access the files.

There are several actions that can be performed on the File listing page for the File Library.

1. Add a New Item: Select the “Add a New Item” link to upload a new file to the File Library.


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2. Order: The order column allows you to sort the order of how the files will be displayed within

the collection of the frontend. Enter a numeric value in the field(s) and then select the “Re-Order” link. You may also select the blue arrows to the left of the filename to sort the order of the files.

3. Options: You have two actions that can be performed within the “Options” column.

a. Edit: Select the pencil edit icon to edit the existing file. When editing you can change the filename, update the description or upload a new file replacing the existing file.

b. Delete: Select the trash can delete icon to completely remove the file from the file library.

4. Item Name: The “Item Name” column will display the name of the file. 5. Type: The “Type” column will display the type of item uploaded (ie: .pdf,

.doc, URL etc.) 6. Protected: If the item is a file and has been configured to be protected (meaning

you must be logged in to access the file), it will be marked as “Yes” for the “Protected?” column.

7. Last Modified: The “Last Modified” column will display the date in which the file was last updated.

Adding a File Library to a Custom Page

Once a File Library has been created and you have added file(s) to it, in order to view the collection on the frontend you must link the File library to a custom page. A custom page is a content page within your site in which the content and information contained within the page is custom to your organization. For example, a custom page could be created with the title “About Us,” and the content within the custom page would contain information about your organization. File Libraries can be configured to these custom pages to allow access to the files on the frontend. (Quick Tip: Please see our “Creating Custom Pages” notes document to learn more about creating custom pages)


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To attach a file library to a custom page select the Content & Settings Menu Tab > within the Left Rail Menu, select the Content Management Section > select Custom Pages.

On the custom page configuration page scroll down to the “File Collections” section. You will see a list of the available File Libraries within this section. If you wish to select a file library to this custom page simply check the box next to the collection name. Select the “Save” button to save any changes.

Once a File Library is configured to a custom page it will always appear below any content added to that page. Please view the image below of an example of a file library visible on a custom page. (Quick Tip: In the image below, the “2015 Meeting Minutes” is the name of the File Library that has been configured to the custom page. Listed under the “Item Name” column are the individual files that have been added. Select the filename will allow the user to view the file.)


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Content Management – Resource Manager & File Libraries This concludes the first step in the Content Management Series notes documentation on “Resource Manager & File Libraries.” Be sure to continue to Step 2 of our Content Management Series which covers “Creating Custom Pages & Managing Site Content Areas.”

Content Management Series:

Step 1: “Resource Manager & File Libraries” (THIS DOCUMENT) Step 2: “Creating Custom Pages & Managing Site Content Areas” Step 3: “Menu Management”


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Documents

Content Management – Resource Manager & File Libraries · 2018. 4. 4. · Content Management – Resource Manager & File Libraries. Objective: To understand how to upload and store