Editing the properties of documents and files
Editing properties and adding details to a document or file
- To edit and add details to an already uploaded document or file, on Documents & Files page perform one of the following:
- Click the document or file you want to edit.
- Click the Actions link of the respective document or file and then click Edit Properties.
- The Edit properties page appears.
NOTE: In the right of the page you can see the current status of the document or file that you have opened for editing. You can also see the author, the time and date of the last update, the publication date, and a link to all existing versions of the item.
- Change the title, by entering the new title in Title input field.
- Open the document or file with the respective program by clicking Open the file button below the Title input field.
- Replace the document or file with another by clicking Replace the file button bellow the Title input field.
The Select document or other file link appears. Click the link, browse your computer to find the new document or file, and click Open.
The system replaces only the document or file, but not its title and other properties.
- Change the library, which the document or file belongs to, by clicking Change library button and selecting the new library from the dropdown box that appears.
- Change the categories and the tags, which the document or file is assigned to, by clicking Categories and tags.
For more information, see Adding categories and tags to a content item.
- To add details to the document or file, click Details.
The following input fields appear:
Enter an author of the document or file.
- Other details
You can enter additional information about for the document or file.
- Using the Advanced section, you can configure the following:
- Change the URL of the document or file by clicking Advanced.
The automatically generated URL of the document or file appears.
To change it, click Change and enter a new URL name.
- Configure additional URLs for the document or file.
- Select Allow multiple URLs for this item... checkbox
- Enter the URLs one per line, using the following convention /docs/<URL name>
- If you want all the URLs that you have entered to point to the default URL of the document, select All additional URLs redirect to the default one checkbox.
If you uncheck the checkbox, each URL will display the document without redirecting.
- If you have added any custom fields for documents and files, all created fields appear after the Advanced sections.
Using custom fields, you can, for example, add a custom field Last updated on… to the document or file.
IMPORTANT: Some of the above fields may not be displayed when you edit the properties of a document or file, because they have been hidden.
For more information about creating custom fields and hiding default fields, see Adding custom fields to content items.
- Before you finish editing the document or file, you can preview it by clicking the Preview button in the toolbar.
The document opens in its default page. If there is no default page, it means the document is not displayed anywhere on the site and you cannot preview it.
To see which the default page for the document is, expand Pages in the right side. The page on the top of the list is the default page. For more information about viewing and setting default pages, see Default pages for content items.
- When you are finished, perform one of the following:
- If you have opened for editing a document or file in status Draft, Unpublished, or Rejected, perform procedure Managing a page or content item that is Draft, Unpublished, or Rejected.
- If you have opened for approving a document or file in status Awaiting approval, perform procedure Managing a page or content item that is Awaiting approval.
- If you have opened for publishing a document or file in status Awaiting publishing, perform procedure Managing a content item or page that is Awaiting publishing.
- If you have opened for editing a document or file in status Published or Scheduled, perform procedures Managing a page or content item that is Published or Managing a page or content item that is Scheduled respectively.
If you are editing a published document or file, the system saves a draft of it, but the published version is still visible on the webpage. To see which version is the currently published one, see Revision History.
Edit titles of many documents and files at the same time
You can edit the properties of many documents and files at the same time. To do this, perform the following:
- On Documents & Files page, select the documents or files you want to edit and click More actions » Bulk edit titles, categories, tags.
The Bulk edit page appears displaying all the selected documents and files.
- You can apply the following to all selected documents and files:
- Common library
Click Change library and select a library from the dropdown box that appears.
All documents and files are moved to that library.
- Common categories
Click Click to add common categories link.
For more information, see Adding categories.
- Common tags
Click Click to add common tags.
For more information, see Adding tags.
- For each of the selected documents or files, you can change the following:
- When finished, click Save changes.
The system returns you to Documents & Files page.
Moving and deleting a document or file
- To move one or more documents or files to another library, on Documents & Files page, select the documents and the files and in the toolbar click More actions » Move to another library.
A window appears where you select the library, where you want to move the document(s) or file(s) and click Move.
- To delete a document or file, perform one of the following:
- On Documents & Files page, select one or more documents or files you want to delete and click Delete button in the toolbar.
- On Documents & Files page, click the Actions link of the document or file you want to delete and then click Delete.
- On Edit properties page of the respective document or file, click More actions » Delete.
- A dialog box appears where you must confirm the deletion.