Guidance notes

Here are some written instructions on how to 'replace' files in the CMS - meaning that the file in the File Manager still exists as it always did, but is replaced by the newer version that you upload. 

This means that all previous links and references to the file will still work - great for updating documents.

Please note, files are managed slightly differently in the CMS, between version 8 and 9. If you don't recognise the images in the guidance, read the instructions for the alternative version further down the page.

These notes assume you are already logged into the CMS.

CMS version  8

Replacing a file

  • Go to 'File Manager' in the dashboard
  • Locate the file that you would like to replace (update)
  • Right-click on the file and select 'Replace' from the popup
Screenshot of the 'Replace' option on a file in the file manager
  • Click in the new popup box or drag and locate your desired file from your computer - it will upload immediately and replace the old file
  • Refresh the page to see your change in the File Manager
Screenshot of the upload dialogue where you can replace a file

File versions

Each time a file is replaced, it will add a new version to the file. You can switch between which version of the file is the 'live' version, meaning its the one that website users see.

To locate file versions

  • Go to 'File Manager' in the dashboard
  • Locate the file that you want to see the versions for
  • Right-click on the file and select 'Properties' from the popup
  • In the Properties popup, click on the 'Versions' tab
  • The 'live' version of the file is the one highlighted green. To change this, use the toggle button on the left.
Screenshot of a list of file version, with a replaced file being highlighted green and live

CMS version 9

Replacing a file

  • Go to 'File Manager' in the dashboard
  • Locate the file that you would like to replace (update)

  • Click on the three dots which appear on hover on the right hand side

  • Click ‘Details’

File_detail.png

  • Click ‘Manage’ in the top right and select ‘Swap’ from the drop down

Swap_file.png

  • Drag the new file into the window from from your file manager (or click to import from your files) and press 'Import'

Files swap.png

File versions

Each time a file is replaced, it will add a new version to the file. You can switch between which version of the file is the 'live' version, meaning its the one that website users see.

To locate file versions

  • Go to 'File Manager' in the dashboard
  • Locate the file that you want to see the versions for

  • Click on the three dots which appear on hover on the right hand side

  • Click ‘Details’

  • Click ‘Manage’ in the top right and select ‘Versions’ from the drop down

  • The 'live' version of the file is the one highlighted green. To change this, use the toggle button on the left.