This presentation, titled Uploading Files with the Ext File Content Type is another installment in the series of training modules instructing faculty

This presentation, titled Uploading Files with the Ext File Content Type is another installment in the series of training modules instructing faculty and staff in the use of the Ensemble Content Management System.. 1

In order to add certain files to a unit office web site page such as the PDF flyer, you must first add that file to the Ensemble Content Management System. The Ext File content type is used for uploading files to the CMS. Ext File is one of the choices shown here in the New Item action menu. Allowed file types are:.pdf,.doc,.docx,.ppt,.pptx,.xls,.xlsx,.txt, and.rtf. 2

For this demonstration, I will upload the 2008 Teen Weekend flyer to the Bedford 4 H folder. The flyer is saved as a PDF document. 3

Begin by selecting the folder where you would like to put the file. In this example, I ll choose the 4H sub folder for the Bedford site. 4

Next, choose Content > New > New Item > Ext File in the menu bar. 5

A Content Editor window opens. Required fields are marked with an asterisk. 6

Enter data for the fields. Enter the Filename. This is only used internally for searches, so something meaningful makes searches easier. Do not use spaces or symbols. Use only lowercase letters and numbers with hyphens or underscores to separate words if needed. Enter a Title. This is used as the title link for the document. Spaces are allowed. Enter a Start Date. The Calendar icon lets you select when the item becomes active, if the current date is not acceptable. Enter an Expiration Date, if you want to set a date for the item to automatically expire and move to the Archive State. The Description, and Document Author fields are optional. The Keywords field is also optional but useful for searches. Keywords are only used for searches within Ensemble, not for Internet searches, so make the keywords useful for your needs. For example, you could tag content items by program area or with the name of your office. Click Browse to upload a document. A new window will open. 7

Make the selection of your documents and click Open. The window will close. 8

Then click Save. If you do not click Save before clicking Close, a dialog displays asking if you want to save the changes. 9

The window refreshes. The file is saved to the Ensemble database as an Ext File Content Item. 10

However, before we move on to the next step, I want to point out that it is helpful to know the Content ID of an item. This will make searching for items easier for you, especially as the amount of content entered into the CMS grows. You can determine the Content ID while the Content Editor window is open. Click the Properties link in the top left hand corner of the window. 11

The window switches to the Properties view for the item. 12

You ll find the Content ID is in the upper left hand corner. In this case it is 17484. 13

Click Content to return to the Content view. 14

Click Close to close the Content Editor window. 15

The new Ext File Content Item has been placed in the 4 H programs folder of the Bedford website and now appears in the folder display pane in the Draft State. An item in the Draft State is available to edit and has not been published to the site. 16

To change the state so it can be published, right click on the file and choose Workflow > Send to Public from the Action menu. 17

The Send to Public command puts the content item in the Public State. At this point the file is ready to be inserted into a page. There are two ways to create a link to an Ext File. 18

A link to a file can be inserted into the body field of a page or brief with the Insert CMS Inline Link command. 19

A link displays on the page. View the module entitled Inserting Ext Briefs and Links to Ext Files for detailed instructions on how to link to an Ext File content item with the Insert CMS Inline Link command. 20

A link to a file can also be inserted into the body field of a page or brief with the Insert CMS Template command. 21

A title link displays on a page with the file s title, format, and file size. This additional information is very helpful to site visitors. The Inserting Ext Briefs and Links to Ext Files module also provides detailed instructions on how to link to an Ext File content item with the Insert CMS Template command. This concludes our training on how to Upload Files using the Ext File Content Type. 22

If you have questions about the content of this module, you should contact your District AIT or use one of the other resources found on this page. 23