Files

Files can be uploaded to folders and group spaces on the portals.  The contents of text-based files are indexed for searching (refer to the Posting Files FAQs for more information).

Files containing sensitive or personal identifiable information (PII) must be encrypted before uploading.  If you do not have a method to encrypt files, use the File with Encryption procedures to encrypt files while uploading.

Upload a Single File

  1. Go to the folder where the file will be uploaded and select Add new > File from the toolbar.
  2. On the Add File form, enter the Title and Description for the file if needed.

Add File Form 

  1. Use the Browse button to locate the file and insert it in the File field or drag and drop the file there.
  2. Click Save.

Upload Multiple Files

  1. Go to the folder where the files will be uploaded and select Contents on the toolbar to access the folder's Contents listing.
  2. Click the Upload button on the horizontal toolbar above the table.

Upload Multiple Files

  1. Select the files by browsing or drag and drop: 
    • Click the Browse button and go to the location of the files.  Select multiple files using the Shift or Ctrl key.
    • Go to the location of the files, select the files, drag to the Upload here dialog box, and drop the files when the box is highlighted.
  2. Click Upload.

Note:  Extremely large files can take several minutes to upload.  A blue progress bar appears to the left of the Upload button to show the uploading progress.  If a file was selected by mistake, click the red X button to the left of the filename to remove it before or during the upload.

Mass Changes to Multiple Files

After uploading multiple files on the folder Contents page, use the available tools and actions to make changes to multiple files at once.  The tools at the top of the contents listing provide several convenient options as shown in screenshot below.

Contents Table Toolbar

  1. Configure which columns you want to see in the contents listing table.
  2. Rearrange the order of items listed in the folder by characteristics such as title and modified date (there are many options offered but most won't be needed by most Site Administrators) in ascending or descending order.
    • Individual items can also be moved by dragging and dropping the item within the table.
    • The Actions drop-down menu in the Actions column provides two additional options:  move an item to the top or to the bottom of a folder.
  3. Cut, copy, paste, or delete one or more files.
  4. Rename one or more files at the same time.  Renaming files from here allows you to change both the title and short name (URL) of the files.
  5. Change the state of one or more files.  This can be useful for publishing multiple files at once after they have been uploaded to a portal.

Edit Files after Upload

If you need to edit the content of an uploaded file: 

  1. First edit the file locally on your computer or network and then save the changes.
  2. On the portal, select the older file and click Edit on the toolbar. 
  3. On the Edit File form, choose Replace with new file.
  4. Browse to the location on your computer or network to select the modified file.
  5. Save the selection to replace the older version.

Rename Individual Files

When uploading multiple files, the original filename and extension (e.g., "Welcome Presentaton.pdf" shown below) of each file is saved as the title for that file.  The title can be changed in two ways:

  1. Select the file and click Edit on the toolbar.  On the Edit File form, enter the new Title and Description as necessary.  There is also the option to keep the existing file or replace with a new one.

File Edit Form

  1. Select the file and click Actions > Rename from the toolbar.  On the Rename item form, change the Title and Short Name (URL) for the file.

Rename a File