SERC > SERC Content Management System > Files

# Files

The SERC CMS provides options for adding both images and downloadable files. Follow the "Add/View Files", "Add/View Images" links immediately below the text editing box to reach the uploading interface. If there are files/images already embedded into this bit of text they will be listed below the text editing box as well. We'll cover files first and move on to images on the next page.

### Uploading Files

At the top of this page is a simple form for uploading new files. You can specify a human readable title for the file, as well as a file name which folks will get when they actually download the file (no spaces or funny characters please). The file description is just for internal use (so you can remember what the file is for without having to actually look at it). The file type should be set carefully; if incorrect it can result in a bad download experience. Setting the file type will also automatically add the correct suffix to the file name. So if you have a Word file that should be downloaded as 'facts.doc' you should enter the file name as simple 'facts' and be sure to select "Microsoft Word" so that the .doc is added automatically.

If you need to upload a file that isn't one of the default types, then you can choose a file type of 'Unknown Binary'. This selection will not append any suffix to the Name you've provided so you'll want to provide the correct suffix yourself as part of the name in the Name field (e.g. project.zip if you have a zipped archive).

### Working with Existing Files

Next the file upload page lists all the files currently uploaded to this module (and thus ready for you to make them available for download) along with various useful bits of information. Of particular note is the example tag you can use to insert an download link to the file (e.g. [file 12 'link text']. Each file is assigned a unique number ('12' in this example) which you use along with some text for the link itself (in place of the single-quoted 'link text' in the example). Just stick the [file 12 'link text'] tag in the midst of your page and a link making it available for download will be displayed.

The last element in the list of file details is an Edit link that takes you to a page for working with that particular image. This page provides more details about the file, including the pages in which the file is referenced. Below this information is a form for updating the file title and description, and then a form for uploading new revisions of the file.

### Revisions

When a new revision is uploaded the new version will replace the previous version throughout the site. You can provide a description of what is 'new' about this revision (so you have an historic record) and choose to retain the previous version either for a fixed period (so the file is on hand long enough to be sure the older version isn't needed), indefinitely or not at all. Earlier revisions (that have been retained) will be listed here as well for download.

Finally, an option is provided to delete the file (which will delete all previous versions. Note that if the file is currently being referenced in a page you won't be allowed to delete it until those references have been removed.

If possible, it's almost always better to put up information as a web page within the CMS rather than providing an uploadable version in another format. Web pages can be quickly browsed, indexed by search engines and easily read by a huge range of devices--other formats can't. There are situations where a pdf file, or an Excel spreadsheet is the only way to really covey your message. But most of the time folks put up materials as files rather than web pages because it's expedient. Doing so drastically reduces the potential audience (especially when you consider accessibility concerns related to disabilities). Be sure you keep this in mind as you choose the best method to convey your message.

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