Upload a Document File

The Media Library is a central storage area that contains all the document files (pdf, word, excel, ppt, etc.) and images found on your website. When you want to link to a document file on a page, the document file or image needs to be in the Media Library first.

Uploading a file to the Media Library can be done in multiple ways:

• Upload files from the Experience Editor
• Upload files from the Content Editor (System Administrator Only)
• Upload batch files

Once a document file is uploaded into the Media Library, you can modify the file properties and perform other useful functions.

• Changing document file properties (file name, teasers)
  
• Tagging a document file (Full Migration Only)
  
• Over-writing a document file
• Deleting document files (System Administrator Only)

Upload Files from the Experience Editor

1. From the Experience Editor, right-click on the Sitecore Platform icon in the top left corner of the screen to open in a new browser tab so you still have access to the Experience Editor to get back to.
2. From the new browser tab, select the Media Library icon. The Media Library window opens.
3. Navigate to the folder or sub-folder your want the file(s) stored in.
4. Select the Upload files (advanced) button.
   
   
   
5. Browse your computer and select the document files(s) you wish to upload.
6. The document files will upload into the Media Library with the option to enter an alternative description. There is no need to fill this out.
   Other options to choose from include:
   • Unpack ZIP archives - Check this option to upload a batch of document files in a ZIP file.
   • Make uploaded media items versionable - Check this option if you wish to save earlier versions of your document files.
   • Overwrite existing media items - Check this option if an older version of the document file is already uploaded and you wish to update it with the one you are uploading. NOTE: If multiple files with the same file name, but different file extensions exist on Sitecore, then overwrite the file in a different way.
   • Upload as files - Keep this option unchecked.
7. The files now appear in the content area under the Media title.
8. Select the Save Changes icon located at the top left of the screen.
9. Select the Edit icon to display drop down options and select  Check In.
10. Publish the Media Library file for the change to take affect.

NOTE: If you are a Content Author, you will need a System Administrator to publish the Media Library file to complete the process.

Upload Files from the Content Editor (System Administrators Only)

1. From the Content Editor view, select the Media Library tab at the bottom left of the page. The Media Library window opens.
   
   
   
2. Navigate to the folder or sub-folder your want the files(s) stored in.
3. Select the Upload files (advanced) button.
   
   
   
4. Browse your computer and select the document file(s) you wish to upload.
5. The files will upload into the Media Library with the option to enter an alternative description in each file. There is no need to fill this out.
   Other options to choose from include:
   • Unpack ZIP archives - Select this option to upload and extract a Zip archive to the Media Library. In the .zip file, you can include subfolders with files. The folder structure is re-created in the Media Library after the files are extracted.
   • Make uploaded media items versionable - Check this option if you wish to save earlier versions of your document files.
   • Overwrite existing media items - Check this option if an older version of the document file is already uploaded and you wish to update it with the one you are uploading. NOTE: If multiple files with the same file name, but different file extensions exist on Sitecore, then overwrite the file in a different way.
   • Upload as files - Keep this option unchecked.
6. The files now appear in the content area under the Media title.
7. Select Save Changes icon located at the top left of the screen.
8. Select the Edit icon to display drop down options and select  Check In.
9. Publish the Media Library file for the change to take affect. System Administrators ONLY.

NOTE: If you are a Content Author, you will need a System Administrator to publish the Media Library file to complete the process.

Uploading Batch Files

1. Navigate to the folder or sub-folder your want the files(s) stored in.
2. Select the Upload files (advanced) button.
3. Browse your computer and select the ZIP file that contains the files and folders you wish to upload.
4. Select the Unpack ZIP archives - Select this option to upload and extract a Zip archive to the Media Library. In the .zip file, you can include subfolders with files. The folder structure is re-created in the Media Library after the files are extracted.
   • This upload may take some time depending upon the file size.
5. Once successfully uploaded, the folders and files will display in the content area.
6. Select the Save Changes icon located at the top left of the screen.
7. Select the Edit icon to display drop down options and select  Check In.
8. Publish the Media Library file for the change to take affect. System Administrators ONLY.

Viewing or copying the document file URL from the website

When you hyperlink to a document file, the URL does not show as the final URL, but something like this - "https://preview-stage.ct.egov.com/-/media/sde/21st_cclc/cohortix.pdf". You can get the final URL from a document file two ways:

1. Locate the link of the document file on the website page.
   • If the page is not published, then view the page in Preview mode.
2. Right-click on the document file name.
3. Select the Copy Link Address option from the dropdown.
4. Paste the copied Link Address onto your designated area to view the URL.

   • The final URL will look something like this example - http://portal.ct.gov/-/media/Training/Documents/Document_File.pdf