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We've all been there. A new academic year means having to update the forms on your website. This process can be a hassle sometimes. You have to remember where you stored the form, where you linked to the form (often times this can be in many locations), and you have to make all of those changes to your website. Most of the time it's just to update the form to reflect the new calendar year (i.e. 2013 to 2014).
Updating PDFs and other files
Using the CMS, it's very easy to update your PDFs and other files everywhere. Simply follow these steps while logged into the CMS:
- Navigate to the PDF (or Word Document or image) you want to update. Usually it will be in a docs folder.
- Double-click on the name of the PDF to bring up the Add/Edit Assets box.
- Click the “x Remove” button. (This step will only appear for files uploaded after the June 2015 update).
- Click the Choose File button right next to “Upload New File.” This will allow you to browse your computer to find the new, updated PDF.
- Hit the Save/Publish button to update your PDF.
Updating PDFs in this way is SIMPLE & EASY!
A Few Helpful Hints:
- Make sure that you are overwriting the CORRECT PDF. Once you overwrite it, it's gone from the system and you can't get it back. The web office can't get it back either. So do this carefully and with caution.
- An easy way to tell if you have the right PDF, is to go onto your website and click on the PDF or other document type. In the URL area, you will see the number associated with this PDF (In the below example, the number is 173068). We call this the dotAsset number.
- Now, while you are in the properties dialogue box (see step 2 above), click on the Advanced Properties tab, and make sure that the IDENTITY (not the version) matches the number you found in the URL. In this case, it obviously does not. Which means I'm about to upload over the WRONG file. At this point, stop, hit cancel, and keep looking for the right document.
- Another tip would be to name your PDF generically. Instead of TuitionFormv3242012-2013partb.pdf... why not name it TuitionForm.pdf?
- Are there dates at the top your form? Do they need to be there? If you are just putting the year for no reason, then, every year or semester are causing yourself grief to update it, maybe you should remove the date altogether. Then you only have to update the form when there is an actual change to it.
- This only works when updating the SAME file type. So, you can't use this method to replace a PDF with a Word or Excel document. It has to have the same extension.