Working with Files
To delete a file follow these steps: (**Make sure you are deleting the correct file before you continue**)
- Select the file by checking the box to the left of it in the file list.
- Click on "File", then "Delete".
- A window will display asking you to confirm the file deletion. Double check that you have the right file selected for deletion. If you have the right file, click "Delete". If you have selected the wrong file, click "Cancel" to stop the deletion.
Please note: If you delete a folder it will delete all files and other folders contained within it.
To prevent multiple users from modifying the same file at the same time, the CMS "locks" files. A "locked" file will only allow one user to modify it at a time. Locked files have an icon with a grey key (see the Interpreting the CMS Icons tutorial for more details). Sometimes the CMS keeps the file listed as "locked" even when the file is no longer being edited by another person. If you are certain that you are the only person working with a file, you may employ the "Unlock" feature to remove the lock that prevents you from modifying a file.
- Select the file you wish to unlock by checking the box to the left of the file name in the file list.
- Click on "Action" and then "Unlock".
- Follow the onscreen prompts to confirm the "Unlock".
The CMS allows users to import files or folders from their computer to use on a TeamSite. These files can be images, Word Documents, or other files that need to be made available via a website.
- Make sure you are in the folder where you want the imported files to go before following these steps. Files will be imported to your current location in the file hierarchy. Click on the "Import" button () or select "File" --> "Import" from the menu.
- When the confirmation appears, make sure "From my local machine" is selected, and then press "OK".
- The first time you import a file, you may have to follow a few prompts to allow the required Java plug-in to run and to set up a default location. Click "Run". When the window displays asking for a temporary location for files, click "OK" to accept the default. If you do not see the screen below, or you receive an error message saying Java is not available, please refer to the "Installing Java" tutorial.
- The CMS displays a window that will allow you to select files to import. Use the drop down menu to navigate to the file location on your computer.
- Select the files from one location, and press "Add" to make them display in the window below. You can navigate to different folders/areas of your computer to import multiple files from many locations. Once you have selected all of the files you want to upload, click "Import".
- The files you selected will now be available in the CMS.
Please note: This file manipulation cannot be applied to folders as the other manipulations on this page can.
The CMS contains a system to convert Word Documents into HTML files or PDF files. Before you can convert a file, it must be located in your TeamSite (follow the directions for importing a file to upload Word Documents to your TeamSite). Simple multipage documents can easily be converted, but if you want to create a form that can be filled in online you will need to contact ITS (810-762-3123) for assistance.
Keep in mind that documents provided in PDF format require the end user to have Adobe Reader installed. While Adobe Reader is a free program to download, in the interest of accessibility you should consider offering PDF files in another format as well.
- Select the document you wish to convert by checking the box to the left of the file name. You may convert multiple documents at once by selecting more than one file.
- Click on "Action" and then "Convert".
- A window will pop-up where you can select whether to convert the file to a PDF or HTML file.
- Check the appropriate box to convert the file to a PDF or HTML (you may convert it to both). Click "Convert". The converted file will be available in the same folder as the original file with the new extension added to the end of the file name (CMS_Checklist.doc.pdf or CMS_Checklist.doc.html).
- In the interest of compatibility you should rename the new file. Follow the directions listed under the "Renaming a File" section to rename the file. When you rename the file, remove the old extension leaving only the new one. For example: CMS_Checklist.doc.html would be renamed CMS_Checklist.html
Files can easily be moved from one location to another within the CMS:
- Select the file (or files) that need to be moved by checking the box to the left of the file name in the file list.
- Click on "File" and then "Move".
- Use the browse feature to locate the destination folder for the file(s).
- Click "OK".
- The files will now be located in the destination folder indicated.
- Select the file (or files) that need to be renamed by checking the box to the left of the file name in the file list.
- Click on "File" and then select "Rename".
- Enter the new name for the file or folder and press "OK". Make sure when you modify the file name that you do not change the file extension. Only modify the file name before the ".htm". See the note below for exceptions to this rule.
The CMS has problems recognizing files with the extension in all capital letters (for example, mypic.JPG). You should rename these files before uploading them to the CMS, or rename them once they are uploaded to the CMS. If you need to rename them to lower case extensions in the CMS you will need to use an "intermediate" file name. For example, if you try to rename "mypic.JPG" directly to "mypic.jpg", the CMS will tell you the file already has that name. To rename these files in the CMS follow steps 1-3 twice. The first time rename the file so that it does not have an extension at all, the second time add the extension back in lower case letters. For example, "mypic.JPG" would be come "mypic" and finally "mypic.jpg".
Downloading Files (Website Back-up)
As with any digital information, the CMS is not immune to data loss. To ensure that important information is not lost in the event of a server problem, it is recommended that all site administrators follow the back up schedule indicated below.
Suggested Back up Schedule:
- When first building your TeamSite it is important to back up your web content at least once a week.
- After your TeamSite has been created, you should back up your web content at least once a month or after any major content changes/additions.
How to Back up your TeamSite:
- Navigate to your content area.
- Highlight "content" in the navigation panel on the left.
- In the display on the right, check the boxes next to the folder "templatedata" and the folder named after your department or TeamSite.
- Once both of the folders are selected, click on "File" and then "Download".
- A "Downloading" window will appear to inform you of the download progress. The time to complete the download will depend on the size of your TeamSite and the speed of your internet connection.
- Once the "Downloading" window disappears your files have been safely downloaded to your computer. The CMS stores downloaded files in a temporary IWtemp folder.
- On your computer, navigate to "My Computer" by clicking on the "Start" button, or right-click on the "Start" button and select "Explore".
- Double-click on "Local Disk C:", then "IWTemp".
- Once inside the "IWTemp" folder, double-click on the following folders: ITS-INCMS, cache, default, main, UMFLINT, PROD, HOME, DEPARTMENTS.
- After double-clicking on DEPARTMENTS you should see a folder with the name of your TeamSite/department. Double click on this folder, and then double click on: WORKAREA, and content.
- You should now see the two folders you downloaded, the one named after your department/TeamSite, and the one named "templatedata".
- Select the folders by clicking "Edit" and then "Select All".
- Select "Edit" and "Cut" to move the folders to a more permanent location. They can be burned to a CD/DVD, placed on a flash drive, or placed on an I or H drive.