Ektron 9.00
Working with Files in the Library
The library folder stores images, files, quicklinks, and hyperlinks that can be inserted into editor content. Before you can insert them into content, you must copy them from your computer to a larger, file server computer that everyone editing your site can access.
See Also: Storing External Files as Library Items vs. Assets
www.ektron.com
.The library is made up of images, files, form Quicklinks, hyperlinks, and regular Quicklinks that were added by Ektron users. The following list shows the actions that can be performed for each library item type.
Most actions can be performed by a user who is granted permission to do so.
Whenever a new content folder is created and permissions given to it, a corresponding library folder is created. The new library folder inherits permissions from the content folder.
Items added to library folders are only accessible by users with permission to the corresponding content folder. If items are added to a library folders directly under the main library folder, all users with at least library Read-Only permissions can use those library items in their content.
Conversely, if a library item is uploaded to a folder to which only one person has permissions, that is the only user who can use that library item.
To add, edit, overwrite, or delete a library item you must either be a member of the administrators group or have the following combination of folder permissions.
Add | Edit file name, summary, metadata | Overwrite file | Delete | |
---|---|---|---|---|
Library images | Add Images | Add Images | Overwrite library | Delete and Add Images |
Library files | Add Files | Add Files | Overwrite library | Delete and Add Files |
Library hyperlinks | Add Hyperlinks | Add Hyperlinks | Overwrite library | Delete and Add Hyperlinks |
You can use the drop-down list (circled above) to change the type of library files that appear.
To work with any library file, click it. When you do, the View Library screen appears, providing additional information about the item. From here, you can
The following table explains toolbar buttons on the library screen.
NOTE: Your system administrator determines which library folders you can access, and which functions you can perform on library items within the folders.
Button |
Description |
|
Search library; Searching the Library |
|
View the library’s properties screen; Accessing Library Folder Properties |
|
Add an image, file, quicklink, or hyperlink to the library; Adding a File to the Library |
|
Select a type of Library file to work with |
The library folder properties screen lets you view and update image and file types may be uploaded.
Administrators have permission to change library properties.
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
.
To view the properties of the library folder:
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
. See Also: Using the File Type Whitelist
Web root/ek_sitepath/uploadedimages
. Theek_sitepath
value is set in the web.config
file.See Also: Managing the web.config File
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
. See Also: Using the File Type Whitelist
Web root/ek_sitepath/uploadedfiles
.
Theek_sitepath
value is set in theweb.config
file.NOTE: You must create the directory in your Web root manually, before adding it in Ektron.
See Also: Managing the web.config File
The siteroot/web.config
file property ek_LibFileTypeWhiteList
contains the same default file types as those on the Library Management screen's Image Extensions and File Extensions fields.
A server administrator can use this property to restrict which file types may be uploaded to the library. For example, if an Ektron administrator wants to add a new file type, someone who can edit files on the Ektron server must first add it to the web.config
ek_LibFileTypeWhiteList
property. This provides additional security over which file types can be uploaded to the library.
Conversely, if an server administrator wants to remove an allowed file type from the Library Management screen, he must first remove it from the ek_LibFileTypeWhiteList
property.
NOTE: New and updated library items are available only after the next crawl completes. See Also: Managing the Search Crawl
You can search the library to find items if you know only some information about them. For example, you know that an image’s name includes Ektron but don’t know its filename or folder.
To search the library, first select the folder in which you want to begin the search. The search only considers files in that folder and its child folders. To search the entire library, select the Library (root) folder.
Next, click Search () from the library toolbar. When you do, a search screen appears (shown below).
The left tab, Search Published, finds both library items and content that satisfies the search criteria.
To force an OR relationship, enter OR between search terms.
The right tab, Advanced Search, lets you narrow your search.
The search also uses keywords to search through the file’s
A keyword can be a complete or partial word. But, you can only enter a partial term for one word. For example, you can enter Adv and have the search return the content titled “Adverse Drug Reactions.” But if you enter Adv Drug, the search returns nothing.
You can enter several complete search terms but they must be in the correct sequence. For example, to find the topic titled “Adverse Drug Reactions,” you can enter Adverse Reactions but cannot enter Reactions Adverse.
To find all files in a selected library folder, enter nothing in this field. Or, to find all files in a selected library folder of a type (for example, images), select the type and enter nothing in this field.
NOTE: Some search field check boxes are circles while others are squares. If the box is a circle, you can only choose one option. If it is a square, you can choose several.
The search displays library items that meet the search criteria. You can click any item to view its properties (such as Library ID number, Last Edit Date and Description).
After a file is copied to the library, users can add it to content. They can also add an item into the library while inserting it to content.
Prerequisite
For the file being added, its type is defined in the Library Properties screen's Image Extensions or File Extensions field. See Also: Accessing Library Folder Properties
To add a file to the library:
IMPORTANT: You should use the Document Management system to add files. Unlike library files, DMSDocument Management System; Ektron's way of managing assets (Microsoft Office files and other types of files) files can be part of an approval chainA series of users or user groups who must approve content before it can be published., maintain a history, are searchable, and can have a summary, schedule, metadata, taxonomya content-level categorization system that uses one-to-many relationships (such as Ronald Reagan is to Actor, Governor, and President) to create a scalable organization of content. A taxonomy lets your site visitors navigate content independent of the folder structure. categories, and so on.
NOTE: Microsoft lets users upload files of any name. However, IIS security blocks files with names that contain an ampersand (&), colon (:), or percentage sign (%). Source: FIX: "HTTP 400 - Bad request" error message in the .NET Framework 1.1
To allow these characters, add the following registry key to your Web server then reset IIS.
Reg Key: DWORD HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\ASP.NET VerificationCompatibility = 1
.
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
. See Also: Using the File Type Whitelist
NOTE: When an image is uploaded to the Media tab for a product in the eCommerce feature, the original image and any thumbnails associated with it are added to the Library. For example, if you add an image named “TestImage” (actual file name: “case.jpg”) with a 150px and 50px thumbnails, you will see the following entries in your library (File Name - Path):
TestImage - /~siteroot~/uploadedImages/case.jpg
case[filename]150 - /~siteroot~/uploadedImages/case[filename]150.jpg
case[filename]50 - /~siteroot~/uploadedImages/case[filename]50.jpg
When a file is copied to the library, you may preview it. To preview a copied file:
If the file can be displayed in your browser, a preview of it appears at the bottom of the screen. If it cannot display in the browser, a link to preview it in its host application appears instead.
NOTE: You may need to download some files before you can be view them (for example, .mdb, .mp3, .zip, and so on).
Link searching indicates all content that includes a library link. It is useful when you want to delete a library item. With the click of a button, you see all content that you need to update to reflect the change you are making.
To perform a library item link search:
You should edit that content before deleting the item.
After a file is copied to the library, users can add it to content. You can also insert an item into the library while adding it to content.
NOTE: Alternatively, you can drag and drop an image file into content. See Inserting an Image via Drag and Drop.
If you insert an image file, it appears within the content. If you add any other type of file, the file name appears as a hyperlink within the content. When a site visitor viewing that page clicks the hyperlink, the inserted file is launched.
NOTE: The following procedure applies to files, forms, hyperlinks, images and quicklinks.
If you select Files from the file types list, and Aliasing is enabled for your website, the following screen appears.
Use this procedure to insert an image into content that has not yet been copied to the library. This procedure inserts the item into the library then into the content.
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
. See Also: Using the File Type Whitelist
If a library file or image becomes out-of-date or the wrong version was copied, you can replace it with a new version. Overwriting files lets you minimize disk space and the number of library files.
NOTE: The ability to overwrite a library file is a privilege granted by the system administrator. If you do not see an Overwrite button on the View Library Item in Folder screen, you do not have permission to overwrite. You can only overwrite images and files. The new image or file must have the same file extension as the file being replaced.
When overwriting an image, the new image uses the same size dimensions and file extension as the older image. Be sure that the 2 images have the same file extension and size or make the adjustments at each occurrence of the image.
Remember, all links that point to the overwritten file now point to the new file.
To overwrite a library file:
IMPORTANT: You can only add file extensions that are listed in the siteroot/web.config file property ek_LibFileTypeWhiteList
. See Also: Using the File Type Whitelist
You can delete obsolete items from the library. By deleting an item, you prevent users from adding it to their content. A deleted hyperlink, quicklink or form quicklink remains on your Web server, so any existing links to them are not broken.
On the other hand, if an item is a file or image, the delete window displays an additional prompt, Remove from the server, that lets you remove the item from the server. This feature is available to help reduce disk space taken up by these files. Before removing an image or file from your server, you should review all content with links to it and remove or update the link.
To delete an item from the library:
Users can insert a quicklink to it within any content. To do so, follow the procedure described in Adding a Library File to Content. The only difference is that you add a quicklink or form instead of a file.
You can apply a quicklink to text or an image within the content. If you do, and a site visitor moves the cursor over the text or image, the cursor indicates that a hyperlink is available. If the link is clicked, the source content or image appears.
If you do not select text or an image before inserting a quicklink, place the cursor where you want it to appear. The title of the “jumped to” content appears in the content.
To test a quicklink or form, select hyperlinked text or image and double click it.
When the page is published, a reader can click the link to jump to the quicklink or form page.
To view a quicklink or form, follow the procedure described in Viewing a File. The only difference is that you view a quicklink or form instead of a file.
The following list describes each field on the quicklinks display.
To preview a quicklink or form, click the link at the bottom of the page.
IMPORTANT: This procedure is only necessary if Link Management is set to false
in your web.config
file. If if Link Management is set to true
, Ektron automatically updates the template within the quicklink when content is moved. See your system administrator for help with the web.config
file.
When content is moved in Ektron, its quicklink does not get changed. After it is moved, you need to update the default template called in the content’s quicklink.
NOTE: This action can only be performed on quicklinks.
To update the default template for one or more quicklinks:
NOTE: Check the box in the table header to select or deselect all.