Magnolia 4.5 reached end of life on June 30, 2016. This branch is no longer supported, see End-of-life policy.

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This section explains how to upload and manage files in the document management system (DMS).

dms workspace

Assets uploaded into the document management system are stored in the dms workspace. This workspace is part of the magnolia repository. It has a hierarchical tree structure for organizing files into folders. See the technical guide on content storage and structure.

AdminCentral displays the contents of the dms workspace in a tree with the following columns:

  • URL: Path to the asset. Subject to the standard character restrictions. The URL is used when building links to the asset.
  • Title: May be different or same as the URL. The title is displayed to the user for example when rendering links to the asset .
  • Status: Indicates if file or folder is activated (green), modified since activation (yellow), or never activated or deactivated (red).
  • Type: File type.
  • Date: Date of last modification.

Creating folders

To create a folder:

  1. To create a child folder, first select the parent folder. For root level folders, click Refresh to ensure that no existing folders are selected.
  2. Click New folder. A new folder named untitled is added.
  3. Rename the folder. Note the character restrictions.

Uploading files

To upload a file:

  1. Select a parent folder or upload the file at the root level.
  2. Click New document.
  3. Browse to the file and fill the metadata fields.
  4. Save.

If you are uploading multiple files, the best practice is to zip them. The files contained in the zip are extracted into the DMS.

Setting metadata

Asset metadata describes properties such as creation date and copyright holder. You can enter metadata when the asset is uploaded into the DMS or later. The metadata fields provided in the Edit dialog comply with the Dublin Core metadata standards and allow for a substantial amount of information for each asset. Metadata is indexed for search. Page components such as  Text & Image display the metadata on the page when they reference the asset.

Document tab:

  • Subject: Summary of the asset, such as the subject of an image. It is displayed as an image caption on a page.
  • Description: Full description of the file. Displayed, for example, when an image is zoomed in the Image Gallery component.
  • Language: Allows for the selection of a document language.

Metadata tab:

  • Creation Date: Date of upload.
  • Modification Date: Date of last modification.
  • Creator: User that uploaded the asset.
  • Modifier: Last user to modify the asset.
  • Static link: Link that remains unaltered regardless of asset location in DMS. The link format is /dms-static/<UUID>/<URL.extension>. UUID is a unique identifier per asset. When a page component refers to an asset, it stores the UUID, meaning editors can move or rename assets without breaking links in the DMS.
  • Type: File type.
  • Publisher: Original publisher of the file if being republished from another source.
  • Contributors: Use to name reference authors.
  • Date 1: Use as required. For example, to keep track of the original publication date of republished articles.
  • Source: Copyright owner. Displayed as the image copyright on the page.
  • Rights: Type of copyright.
  • Relation 1 and 2: Use to link to other files in the DMS.

The metadata properties are stored in the dms workspace along with the actual asset file but you cannot see them in the abstracted view that Documents menu in AdminCentral provides. However, you can see them if you configure a  JCR browser to display the dms workspace. The screenshot below shows the abstract-tiles-red.jpg image and its metadata properties when viewed in a JCR Browser.

Setting alt attributes

The alt attribute of the img tag specifies alternative text for an image when that image cannot be displayed on a page. The standard rule is to use concise text that serves the same function as the image. The Standard Templating Kit (STK) offer multiple possibilities for setting alt attributes. Where no specific alt attribute is set by an editor, the STK uses either the title information or other metadata to derive an alt attribute. It achieves this by working through a chain of properties.

The following tables show how alt values are derived for areas and components. For example, the stkPromo component first looks for an alt text in the Title field in the Promo edit dialog. If it doesn't find a value, it takes the title of the target page. If the target page does not have a title either, then the component uses the name of the target page.

Area or componentAlt value chain
areas/branding/areas/logo
  1. Alternative Logo Text field in the home page properties dialog.
  2. Site Title field field in the home page properties dialog.
areas/main/areas/intro
  1. Subject field in the asset properties dialog.
  2. The page title prefixed by an Image string.
  3. The page name.
/extras/stkExtrasDownloadFile
  1. Title field in the component dialog.
  2. Title of the target document in the asset properties dialog.
  3. Name of the target document in the DMS.
/features/stkImageGallery
  • Title of target image.
/features/stkNewsOverview
  1. Title of the target item in the component dialog.
  2. Name of the target item in the DMS.
/footer/stkFooterAbout
  1. Title of the target image in the component dialog.
  2. Name of the target image.
/macros/image macro
  1. Image Caption field in the Text & Image component dialog.
  2. Subject field in the asset properties dialog.
  3. Title "field" in the DMS.
/promos/stkPromo
  1. Title field in the promo dialog.
  2. Title of the target page.
  3. Name of the target page.
/stages/stkStageXL
  1. Title field in component dialog.
  2. Title of the target page.
  3. Name of the target page.
/teasers/stkTeaserContact
  • Photo Alt Text field of the Contact data image dialog.
/teasers/stkTeaserCarouselItem
  1. Title field in component dialog.
  2. Title of the target page.
  3. Name of the target page.
/extras/stkExtrasExternalPage
  1. Title field in component dialog.
  2. Link to the external page.
/teasers/stkTeaserFingerTabbedItem
  1. Title field in component dialog.
  2. Title of the target page.
  3. Name of the target page.
/teasers/stkTeaser
  1. Title field in component dialog.
  2. Title of the target page.
  3. Name of the target page.
/teasers/stkTeaserNewsList
  1. Title of the target item.
  2. Name of the target item.
/teasers/stkTeaserPureLinkList
  • Teaser Title field in component dialog (required).

Uploading multiple files

Upload multiple files individually or as a single zip file containing multiple files.

To upload multiple files in zip format:

  1. Create a .zip file.
  2. Select the parent folder. To upload at the root level, click Refresh to ensure that no existing folders are selected.
  3. Click Upload zipfile.
  4. Select the zip file on your computer.
  5. In the Encoding field select your operating system - Windows (CP437) or Mac (UTF-8).
  6. Save.

If the structure of the zip file is identical to an existing folder structure in Admin Central, the files will be extracted into the existing folders. Existing files that have the same name as a file in the zip will be overwritten.

Editing file properties

To edit file properties:

  1. Select the file.
  2. Click Edit document.
  3. Edit the properties.
  4. Save.

Editing file content

File content cannot be edited in the DMS. The file needs to be downloaded, edited on your computer, and then uploaded back into the DMS.

To download a file:

  1. Select the file.
  2. Click Download document.
  3. Save the file to your computer and edit.

You can also download a file in the Edit dialog:

  1. Click the download link in the File field.
  2. Save the file to your computer.

Deleting folders and files

DMS assets are not deleted immediately. The asset is first marked for deletion. The actual deletion occurs when the change is activated. This provides an opportunity to restore assets that were deleted in error. This is the same behavior as in deleting pages.

Like activation and de-activation, asset deletion is subject to a Workflow process only if the Workflow module is installed and a workflow is configured for deletion. The Workflow module is installed by default. Deletion requests are sent to the group-publishers inbox for approval.

Changes to folders and files are subject to versioning and workflow. When you delete a file it will be marked for deletion. The actual deletion occurs when you activate the change. This provides the opportunity to restore the files prior to activation. As with activating and deactivating, where workflow is in place deletion activation requests are sent to the appropriate inbox for approval.

Deletion and de-activation have different consequences. When an asset is de-activated it remains available on the author instance for future use. When an asset is deleted it is permanently removed from both instances.

To delete a folder or file:

  1. Select the folder or file and click Delete.
  2. Click OK in the warning dialog.
    The icon is replaced with the "marked for deletion" icon, the title and type are removed, and the status indicator changes to yellow.
  3. Select the asset again and click Activate changes.
  4. This step depends on whether a workflow is configured:
    • If a workflow is not configured, the folder or file is deleted immediately on both instances.
    • If a workflow is configured, the system prompts you for a workitem comment. The asset remains marked for deletion until the activation workitem is approved, after which the asset is deleted on both instances.

Note the following about deleting assets:

  • When the deletion workitem is processed, the asset is deleted from the author and public instances.
  • Children are also deleted.

Dependencies

The warning dialog that appears when you try to delete a file lists the pages in Website that link to the file. For more information see the  Content Dependencies module documentation.

Restoring deleted folders and files

Folders and files marked for deletion can only be restored prior to activating the deletion. When a file or folder is marked for deletion a new version is created automatically to facilitate restoration.

To restore a folder or file marked for deletion:

  1. Select the folder or file and click Versions in the context menu.
  2. In the versions dialog select the latest version.
  3. Click Restore.
  4. Click OK.
  5. Refresh the list. The asset is now in the state prior to being marked for deletion.

Searching

The search box in the bottom right corner of AdminCentral provides a simple search across DMS content. The title, URL, metadata and content of documents are indexed for search. General searching rules are covered in AdminCentral.

The results display in the search work
The gray panel to the right of the search results provides grouping and sorting.

  • Type groups the results by file type.
  • URL sorts the results by the URL.
  • Date sorts the results by the date last modified.

Use the browser Back button to switch between search results and normal DMS view.

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1 Comment

  1. Is there any way to upload a zip that would replace the files that have the same name? 

    Currently the only way to update images is one by one, because deleting the folder and uploading a new zip replaces all the UUID (therefore the website links are lost), and uploading a zip when an image with the same name exists duplicates it. 

    So to modify images and keep the UUID link, the only way is doing it one by one. 

    Thanks!