CMS Tip: Use Content Folders, Not the Library, for Documents

Posted on 5/6/2016 10:52:19 AM

This is the first in a series of tips for web maintainers. The Web Team will be posting hints and tips about the CMS, MyIUP, IUP Mobile, and the interactive map each week.

PDFs, Word documents, Excel spreadsheets, PowerPoint decks: in the Ektron CMS Workarea, they belong in your content folders, not the Ektron library.

Why do we bring this up? Since 2010 or so, we’ve had Ektron configured so that web maintainers couldn’t put document files in the Ektron library (where photos and other images are stored). But sometime in our ongoing website redesign process, that rule was accidentally removed—and we didn’t realize what had happened until we saw new PDFs sitting in the Ektron library.

We’ve put back the rule to block documents from being uploaded to the library, which makes it a good time to remind everyone about why documents belong in your content folders:

Documents in the library:

  • Are harder for web maintainers to find
  • Are more likely to have links to them break

Documents in content folders:

  • Allow you to add a summary
  • Can be included in collections
  • When in a collection, automatically appear with a download icon (so users know this is a download, not a regular page)

Here’s a great example of a well-done collection of PDFs from Safety Sciences.

To learn how to upload documents to your content folders, see our how-to about working with PDFs and other files, which is available in our How-To section.

If you already have documents in your Ektron library, we recommend uploading them as regular content, updating any links to them, and removing them from the Ektron library. This will ward off broken links in the future.

Mike Powers