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Managing Files

iD CMS Files are managed from their respective iD CMS Folder. Security settings govern who can view, edit and approve files.
 
 
 
Viewing Files
A list of files and pages can be viewed within a folder where an individual file can then be selected which gives a Lightbox preview. The Lightbox preview provides an easy way of viewing the file with its associated file info.

File information provides background, history & context about the file. This is done through Metadata, #Hashtag and @Mentions.

Features of the Lightbox:

  • File Name: Displayed in the top left of the Lightbox

  • Preview: An advanced showing of the file before it is clicked on to view the full version

  • Film strip: Preview thumbnails strip located above the main preview

  • Details pane: Located left of the preview and can be expanded or collapsed. Provides detailed information on the file including #Channels, @Mentions and Metadata

  • Download: Allows you to take a copy of the file to your computer

  • Copy Link: Allows you to the copy the link/rul of the file

  • Edit Properties: Can only be accessed based on your Security settings. Allows you to Edit the details of the File.
    Click here for more information on Edit Properties for a file

  • Next and Previous buttons: Allows you to preview the next file within the folder in the Lightbox preview
Edit Properties

Edit Properties allows you to view / modify the details of the current file. Follow the steps below to Edit the Properties of a file.

  1. Select Manage iD CMS Content in the Breadcrumb or via the Actions options in the footer

    Alternatively,

    Select the Library option located to the right of the Breadcrumb bar

    Both these options gives you direct access to the iD CMS folder structure

  2. Navigate to the existing folder in which you wish to Edit Properties

  3. Once at the Folder you will see the files listed. From here, the file can be selected via the check box located on the left of the file

  4. You will be presented with a number options in the Actions Menu located above the file(s) listed.

  5. Select the Properties option.




  6. This will launch the Edit Properties pop up allowing you to modify the details below:

Details
Update the Details of the file including; 

  • File: ​The name of the file
  • Download: This option allows you to take a copy of the file onto your computer  
  • Re-upload: This option allows you to Re-upload the file overriding the existing

  • Name: Name of the file
  • Description: Update to include a useful description of the file which will appear in search results when viewed
  • #Channels: Enter a #Channel to categorize and post into a Channel feed
  • @Mentions: include @mentions to users to notify people of the page 
  • Publish; select Immediately to publish the page instantly or select Scheduled Date to set a future published date.
  • Set Expiry Date; to set an expiry date on the page
    Click here for more information on Publish and Expiry Dates.

  • Metadata; set Metadata on the page to increase find ability through searching

Advanced:

  • Security: Specify the security for the page. This dictates who can read, modify and delete the page.
    Visit the Security section for more information about security
  • Owner(s): Specify the Page Owner(s). To add or remove owners, use the Add Owner or Remove Owner buttons.
  • Version Control: Allows the user to revert to an existing version. To revert to an existing version select the Radio Button of the relevant version and select the Revert button.
    To view an existing version select the View link located on the right of the relevant version. 


Download File

There are several methods for downloading a file depending on where you're located within the iD CMS.
The following explains the 2 options:

Download File via Folder view

  1. Navigate to the folder containing the file you wish to download
  2. Select the Check Box relevant to the folder you wish to download
  3. Options and actions relevant to the selected file will be displayed above the items list, select Download



  4. The file will start to download onto your computer

Download File via Lightbox Preview
  1. Navigate to the folder containing the file you wish to download
  2. Select the file within the folder view
  3. You will be taken to the Lightbox preview and the Download option will be available at the top of the screen


Copy Link

There are several methods for copying the link to a file depending on where you're located within the iD CMS.
The following explains the 2 options:

Copy Link via Folder view

  1. Navigate to the folder containing the file you wish to Copy the link for
  2. Select the Check Box relevant to the folder you wish to Copy the link
  3. Options and actions relevant to the selected file will be displayed above the items list, select Copy Link




  4. A Copy Link pop up will be initiated.

    Here you will be presented with 2 radio options to select from:

    • Preview/Info Link: Copies the link to the Lightbox Preview
    • Download Link: Copies the link to download the file to your computer



Copy Link via Lightbox Preview
  1. Navigate to the folder containing the file you wish to Copy the link for
  2. Select the file within the folder view
  3. You will be taken to the Lightbox preview and the Copy Link option will be available at the top of the screen, select Copy Link
  4. Follow step 4 in Copy Link in Folder View



Move File(s)

A file or group of files can be moved from the folder to a new location within the intranet. Follow the steps below:

  1. Navigate to the existing folder that contains the file(s) you wish to move

  2. A list file(s) or pages will be visible. From here, select the checkbox related to the file(s) you wish to move

  3. Then select Move from the Actions bar located above the Items list




  4. A Move popup will be initiated, select the subsite and iD CMS folder where you wish to move the file(s) to.



  5. Click OK to confirm the move or Cancel if you wish to no longer move the items.








Delete File(s)

A file or group of files can be deleted from the folder.. Follow the steps below:

  1. Navigate to the existing folder that contains the file(s) you wish to delete

  2. A list file(s) or pages will be visible. From here, select the checkbox related to the file(s) you wish to delete

  3. Then select Delete from the Actions menu located above the Items list




  4. A Delete confirmation will be initiated, select OK to confirm the deletion or Cancel if you wish to no longer delete the items.







Map Folder to Network Drive 

With this functionality, you will be able to view the files within iD CMS via Windows Explorer folder and bulk upload content

  1. Open the Computer window by choosing Start > Computer

  2. Click the Map Network Drive button on the toolbar to open the Map Network Drive dialog box.





  3. Click on ‘Connect to a website that you can use to store your Documents and Pictures’.

  4. Welcome to Add Network Location > Next

  5. Choose a custom network Location > Next

  6. Now go to iD Intranet > Click on 'Manage iD CMS Content' > you should be able to see Information icon (View Extra Folder Details.) Further Click on down arrow near Information icon > you will see more information of iD CMS.






  7. Copy the URL > Go to Map Drive Setup Window again (Specify the location of your Website) > Paste this Internet Address > Next

  8. Please enter your Credentials if asked > Name the Location you wish > Finish

  9. Now you should be able to browse, add or delete all the content available in that iD CMS directly in Explorer view from this mapped folder.
 
 
 
iD Help refers to iD 8
 
 
 
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