WordPress- Image and File Management

Getting Started and Best Practices

CDA WordPress website images and files are managed via two important plugins - FileBird and Download Manager.

• FileBird - General media image and file management: Creates virtual folders to organize media files without breaking permalinks to images and files.

• Download Manager - Practice Resources file management: Manage, track, and control file downloads using passwords and user roles to control access to your files, manage download speeds, and limit the number of downloads per user.

Open

FileBird

Open

Download Manager

Naming Files

Files should be names as all lowercase, and use dashes instead of spaces or underscores. Many files on the site do not follow these conventions; please do not change file names unless you know where the file is linked and can also fix the links on the original page or there may be broken links as a result.

Accessibility for Files

All files, regardless of file type, need to meet ADA requirements. Standard programs like MS Word, Adobe Acrobat, and InDesign all have tools for checking and addressing accessibility built in.

Uploading and Replacing Images and Files

Before you upload a file, make sure it does not already exist. Having multiple copies of the same file can cause future issues.

Media Folder (FileBird) - To find out where a current file is saved, perform a search in the media folder to locate a file.

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2. If the file exists, perform the following steps

   1. Identify which FileBird folder it lives in

   2. Copy the exact file name from the ‘Title’ field in the file description window

   3. Delete the file from the appropriate FileBird folder (Some legacy files might live in root folder)

   4. Name new file with the exact name copied from the ‘Title’ field

   5. Upload new version of file (ensure it has same file extension like .png, .jpg, .pdf, etc.)
      
      

       

3. If the file doesn’t exist, select the appropriate folder location to save your file. If an appropriate folder doesn’t exist, please contact the Digital Experience team for directions on creating a new folder to store your file before uploading.

Download Manager - To find out where a current file is saved, perform a search using the file name without special marks (hyphens, dashes, etc.), to locate a file.

1. If the file exists, perform the following steps

   1. Click ‘Edit’ to modify the download file

   2. Expand the ‘Downloadable Files’ section to update file

   3. Upload the new file (delete the previous file URL after upload)

   4. Click ‘Update’ in the Publish window to save update

   5. Copy the URL from the ‘Download Information’ window to link to the download file
      
      

       

2. If the file doesn’t exist, follow these steps to create a new download file.

   1. Click ‘the ‘Add New’ button and give the file a name in ‘Download title’

   2. Expand the ‘Downloadable Files’ section and upload the file

   3. Click ‘Update’ in the Publish window to save update

   4. Copy the URL from the ‘Download Information’ window to link to the download file

Deleting or Removing Files

It is fine to remove old files from folders you manage, but please be mindful that removing or deleting files could cause broken links on the site. You will want to remove links to files before removing the files themselves or check Monsido to assess if a redirect needed. Monitor Monsido for any broken links after removing.