Web Services

File sizes

• File sizes should be kept to a minimum to allow users to download them quickly.
• Images in a file can increase the file size a lot.  If you have images in your file, it's best to reduce the file size of the image before placing it into your file.  
• If you have already reduced the image sizes and the file is still large, Adobe Acrobat has a tool to reduce the PDF file size that may help.  
• It's best not to embed videos in files.  Please ask us for help with videos. 

File names

• File names must contain only:
  • Lowercase letters
  • Numbers
  • Dashes "-"
• Name your document something that will be helpful to the user.
  • myfile-update-01192564-(1)-final-web.pdf
  • valencia-college-program-application.pdf
• Remove outdated files so they don't show up in searches (Move to Recycle Bin).
• Unless your file is a part of a series, it is preferable to have a standard file name, instead of naming a file using a year. Use a "last updated" date in the body of the file, instead.  This way you can overwrite the file with the same file name instead of having to remove an outdated file.  
  • program-guide-2019.pdf
  • program-guide.pdf

Folders

• Each website section will have a documents folder. 
• Please upload documents in the documents folder in the same section that you are editing.
• Allowed document formats:
  • PDF
  • DOCX
  • XLSX
• Duplicate documents: Make sure you aren't trying to upload a document that already exists on the website unless you are doing so intentionally to replace it. 
• Remove outdated files.

Instructions for uploading a new document

1. Prepare your document file name for uploading
   Change the file name using the naming standard mentioned above.  The standard is to use all lowercase letters and dashes to separate the words.   
2. Upload the document
   Scroll to the footer and click the copyright symbol to open the CMS editor.  After you open the editor, click on the pages link at the top of the editor.  Find the documents folder.  Open the documents folder and click the upload button.  Drag and drop your document here or click the green add button to use the file browser to select your document. 
   
   
3. Publish the document
   After the document has been uploaded, you must publish the document to move it from the staging area to the web server (production).  You can hover over the document to find the publish button or select the checkbox next to the documents you want to publish and click the publish button at the top of the editor.  Then click the green publish button.
   
   
4. Link to the document
   Open the page where you want to add a link to your new document. Scroll down to the area where you want to add a link. Type new text for the link or highlight existing text. It's best for searching and accessibility purposes to type descriptive text about the document (avoid using "click here" or similar). After you select the text you want to link, click the link button at the top of the editor. Click the folder button to browse for the document you uploaded. TIP: You can use the filter to type the name of the document to find it faster if there are a lot of documents in the folder. Select the document you want to link to, set the target to New window and click OK.
   
   
5. Publish the page
   After you have created the link to your document, click the save button at the top left of the editor. Then click the green publish button above the editor. It's best to write a short description of your changes to the page before publishing. Click the green publish button to complete the upload process.
   
   
6. Test your changes
   Click the View in new window link and then click your document link to make sure it's working properly. If it doesn't work, go back and repeat the process. It's common to forget publishing the document after uploading.

Instructions for uploading and replacing an existing document

1. Prepare your document file name for uploading
   Change the name to match the current file already linked on the page. The name must be exact.

1. Upload the document
   Scroll to the footer and click the copyright symbol to open the CMS editor. After you open the editor, click on the pages link at the top of the editor. Find the documents folder. Open the documents folder and click the upload button. Drag and drop your document here or click the green add button to use the file browser and select your document. You will notice the text of the file name is red because there is already a file there with that name. Check "Overwrite Existing" checkbox in the upload dialog box to do remove the warning.
   
   
   

   Overwrite an Existing Document

   To replace an existing document of the identical name, be sure to check the “Overwrite Existing” checkbox.

   The video tutorial at the bottom of this instructional page will show the steps in the document upload process.

2. Publish the document
   After the document has been uploaded, you must publish the document to move it from the staging area to the web server (production). You can hover over the document to find the publish button or select the checkbox next to the documents you want to publish and click the publish button at the top of the editor. Then click the green publish button.  
   
   
3. Test the new document
   Open the page where the document is linked and click your document link to make sure it's working properly. Since the file is a replacement with the exact same name, you may need to clear your browser's cache to see the new file. The old file might still be cached on your computer.