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Working with Files

Working with Files

Files are created outside of Sitecore and uploaded to the Sitecore Media Library or Sitecore Content Hub, an integrated digital asset management system, or DAM, for use in pages.

Prepare a File for Web Use

A web-ready file is a file that has been properly prepared for use in a website.
Preparation consists primarily of ensuring the document meets accessibility standards and compressing the file before uploading it to Sitecore.

File Specifications

Sitecore restricts uploads to a maximum file size of 12 MB. This includes images, PDFs and other documents and video files. If this is an issue, contact the University Communications and Marketing Platforms Group for assistance. 

Checklists for Preparing Files

Complete these steps on your computer (not in Sitecore).

For PDFs

  1. Check the file for accessibility compliance and fix any issues. (Refer to MSU’s Digital Accessibility website for help.)
  2. Compress the file.
  3. Name the file. Keep the name short but meaningful, with no spaces and no special characters (except hyphen or underscore). 

Add a File to a Page or Component

A file can be uploaded to Media Library before working on a page. The file can also be uploaded during page editing. This is appropriate when the file is only to be used on the website being actively worked on, as opposed to a file of value to all of campus that would be housed in the Content Hub DAM. A file can also be uploaded during page editing. Finally, an existing file can be pulled in from the Content Hub DAM using a link. 

Images and PDF files must be prepared prior to uploading them. See the above section for more information. Other file types do not need preparation. 

Expand the tabs below for instructions on uploading files.

Requirements:

  • Use lowercase letters, no spaces.
  • Use hyphens to separate words. (Underscore is acceptable, but not preferred.)
  • Avoid special characters.

Best practice:

  • Incorporate words that you may want to search with when locating files later.
    • Example: covid-19-hand-washing (can search on “covid,” “covid 19” and “hand washing”)
  • Indicate file type in name.

In Media Library:

  1. Locate and expand the Media Library in the Content Tree (left pane).
  2. Expand the Project folder and MSU folder, then locate and expand the website’s folder.
  3. Expand the appropriate folder: Images (for images), Videos (for video files) or Files (for other files).
Note: If the appropriate folder does not exist, add it to the system. Click on the website folder. Right click and click Insert, then click Media Folder. Name the folder (lowercase, no spaced) and click OK. 

Follow this same process to create additional nested folders, if desired, to better organize assets, such as by page or website section. 
  1. Click the folder or subfolder where the file will be added.
  2. Click Upload file.
  3. Click Browse. Select the file from your computer and click Open.
  4. Click Upload. The file information will display in the main content area.
  5. Click Save (upper left, on the navigation ribbon).

Link to files from text links or call-to-action, or CTA, buttons using the Media link type. 

For linking text:

  1. Highlight to select the text to be linked.
  2. Click the Select media icon in the editing toolbar.
  3. Navigate to the file in the window.
  4. Click Add selected.

For linking a call-to-action button:

  1. Click on the link field on the button.
  2. In the CTA element options on the component side menu, choose Media link type.
  3. Click Browse to open the media panel. 
  4. Locate the file in Media Library or Content hub. 
  5. Click the file to select it.
  6. Click Add selected.

Follow the steps above to link to a file in Pages. Following step 3:

  1. Click the Files location in the Media Library Content Tree.
  2. Click Upload media.
  3. Click Open. 
  4. Click the file to select it.
  5. Click Add selected.

Prior to deleting a file, content authors need to confirm that the file is not referenced by other items or pages within the website. These references exist through content linking in the system.

In Content Editor:

  1. Select the file in the Content Tree.
  2. Click the Navigate tab in the navigation ribbon.
  3. Click Links in the Navigate tab to view a list of links to the asset.
  4. If there are no items listed under “Items that refer to the selected item,” the asset is not referenced in a separate page or component.
  5. If there are one or more items on the list, remove those references before proceeding.
  6. Once there are no references linking to the file, right click the file name in the Content Tree and select Delete. 
  7. Click OK.

Searching for a file requires the full and exact file name to find a match. The search treats hyphenated text as two separate searches. For example, a search on “test” will return files with item names test, test-1 and test-for-errors. However, it will not return item names testers or testcase.

Use the asterisk as a wildcard to represent any number of search characters, following these guidelines:

  • Use quotation marks for an exact match. 
    • Example: typing “MI” returns item names that include exactly “MI” or start with “MI” followed by any characters.
  • Use an asterisk at the end to allow following characters. 
    • Example: typing “MI*” returns item names that start “MI” followed by any characters.
  • Use an asterisk at the start to allow preceding characters. 
    • Example: typing “*MI” returns item names that end in “MI” preceded by any characters.
  • Use asterisks before and after characters. 
    • Example: typing “*MI*” returns item names that contain “MI” anywhere in the name.

Documentation updated: Nov. 1, 2024

XMC User Guide