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An Official Vermont Government Website

Documents 

Txt, pdf, doc, docx, xls, xlsx, ppt, pps, XML, rtf, epub, mp3, and zip Documents can be uploaded to an SOV website. All of your documents are stored in the Content of your site. The new page is a place to provide additional information about your document that will improve your site's searchability. Additional benefits of document management in Drupal include:  

  • Deleting a page associated with a document removes the file associated with it.
  • You can replace a file with the same name. This:
    • Makes the workflow faster to update existing files:
    • Eliminates the need to update links across the site.
    • Maintains the Google index but updates the file with the revised information provided.

Depending on when your site was created, your documents may also be stored in a feature known as the 'IMCE dashboard' or 'IMCE file manager'. This feature has been updated in recent versions of Drupal, and newer sites may not utilize it. You will still have access to this feature if your site was established when the 'IMCE dashboard' was used. The current version of Drupal has functionality that bridges the gap between the 'IMCE dashboard' and the current method by which documents are managed. 

Please Note: You must be logged in to the State of Vermont website that you are editing to follow the instructions below. 

Add a Document 

  1. Content

    Select 'Content' on the top navigation.

  2. +Add content

    Select '+Add content'.

  3. Document

    Select the 'Document' option.

  4. Document Name

    Add a 'Document Name'. This will also generate the URL for your document.

  5. File

    Under the 'File' details, select 'Choose File' to add a new file.

  6. Locate File

    Locate the file you would like to upload.

  7. Optional: Description

    Add a 'Description' for your document.

  8. File Format

    Under 'File Format' indicate the format (PDF, Text, Spreadsheet, Presentation, Image, eBook, Audio, Archive) of your document.

  9. Optional: Date

    Add a 'Date' that your document was uploaded.

  10. Optional: Tags

    Assign 'Tags' to your document. These help users find related items across the site. Tags are tied to pages, articles, documents, and more.

  11. Optional: Thumbnail Image

    Under the 'Thumbnail Image' add a visual thumbnail of the document you are uploading. Note: Only one thumbnail (png gif jpg jpeg) can be uploaded. There is a 75 KB limit. Thumbnails must be larger than 150x150 pixels. Images larger than 600x600 pixels will be resized.

  12. Alternative text

    If you have uploaded an 'Thumbnail Image', you must enter the 'Alternative text'.

  13. Optional: Category

    Select a 'Category' for your document.

  14. Save

    Select 'Save'.

Manage Documents 

  1. Content

    Select 'Content' on the top navigation.

  2. Document

    In the filter options, choose 'Document' as the 'Content Type'.

  3. Filter

    Select the 'Filter' to show only documents.

Replace/Update a Document 

A common use case while managing files is to update a document but retain the URL. This is to prevent outdated data from being available to users and google retaining that out of date file.

  1. Content

    Select 'Content' on the top navigation.

  2. Document

    In the filter options, choose 'Document' as the 'Content Type'.

  3. Filter

    Select the 'Filter' to show only documents.

  4. Locate Document

    Locate the document you want to replace/update in the filtered list.

  5. Edit

    To the right of the item, select 'Edit'.

  6. Replace File

    Select Replace File'.

  7. Choose File

    Select 'Choose File'.

  8. Replacement File

    Navigate to the replacement file.

  9. Open

    Select 'Open'.

  10. Save

    Select 'Save'.

  11. Document

    You are brought back to the site 'Content' library. In the filter options, choose 'Document' as the 'Content Type'.

  12. Filter

    Select the 'Filter' to show only documents.

  13. Edit

    Locate the replacement file you just uploaded and select 'Edit' to the right of the item.

  14. Update Document Properties

    Make any updates to the 'Description', 'File Format', 'Date', 'Tags', 'Thumbnail Image' and 'Alternative Text', and 'Category'.

  15. Save

    Select 'Save'.

  16. Document

    You are brought back to the site 'Content' library. In the filter options, choose 'Document' as the 'Content Type'.

  17. Filter

    Select the 'Filter' to show only documents.

  18. View Document

    Click on the name of the replacement file to confirm the document has been replaced and that any edits you made to the document properties appear.

Access the ICME File Manager 

  1. Configuration

    Select 'Configuration' on the top navigation.

  2. IMCE File Manager

    Select 'IMCE File Manager'.

  3. IMCE File Browser

    Select 'IMCE File Browser'.

Example Document 

Click the link below to view an example Document content type.