Manage media library folders and files

From the Media section, you can organize your folders and files as well as edit file information, clone files, and manage the folders in your media libraries.

Add a folder

• Use folders to organize files in your media libraries so users can easily locate the files they need.
• Organize files by file type, topic, or any other meaningful categories.
• Have up to 150 levels in your folder branch.

To add a media library folder

1. Click to select the parent of the new folder. This could be another folder or the root of the media library.
2. Click New Folder. (Be sure no file is selected in the list.)
   
3. In the New Folder dialog, enter a name for the folder.
4. Click OK.

Move or copy a file or folder

You can move and copy files and folders to other folders within the same library.

We recommend structuring folders in a way that doesn’t require duplicate copies of the same file in multiple folders.

To move files or folders to another folder

1. Click to select the folder that contains the files or folders that you want to move.
2. Click to select the check box beside each file or folder you want to move (all of the selected items must be moving to the same folder).
3. Click the small icon beside one of the selected items and drag the files or folders to their new folder.

To copy files or folders to another folder

1. Click to select the folder that contains the files or folders that you want to copy.
2. Click to select the check box beside each file or folder you want to copy. If you are only copying one item, you can skip this step.
3. Hold the Ctrl key (Windows) or Command key (Mac), click the icon beside one of the selected items, and drag the files or folders to the folder where you would like them copied.

Edit or delete a file or folder

You can make the following modifications to files and folders:

• Rename a file or folder
• Delete a file or folder
• Edit the metadata for a file

Instructions for each of these items are provided in the following procedures.

Rename a file or folder

1. Click to select the folder that contains the file you want to rename.
2. Do one of the following:
   • Click the name of the file or folder you want to rename, enter the new name in the text box, and then press Enter (Windows) or Return (Mac) or click the rename icon.
   • Click to select the check box beside the file or folder you want to rename. On the Manage menu, click Rename. In the Rename Folder dialog, enter the new name for the file, and then click OK.
     

To delete a file or folder

1. Click to select the folder that contains the file or folder you want to delete.
2. Click to select the check box beside the file or folder you want to delete.
3. On the Manage menu, click Delete.
4. In the Delete Items dialog, click Yes.

Upload files to a media library

We recommend that you always upload media files to a library through the OrchestraCMS interface from either the Media section or any content editor that allows you to add a file from a media library.

If you have a media library associated with an external repository (Amazon Web Services or Google Cloud Storage), you can upload files through the interface of the external repository, but this is not recommended.

Files uploaded from the OrchestraCMS interface are automatically synced with your external repository, but files uploaded from an external repository require a manual sync for the files to be available in OrchestraCMS.

Upload Media files in the Media section

The Media section is the primary location where you can upload media files — one at a time or in bulk.  

To upload a media file

1. Click the Media icon.  
2. Click on the media library folder to which you want to add one or more images. If you do not have any folders in your media library, you can simply click on the name of the media library.
3. Click Upload.
4. In the Upload dialog, choose Drop your files here or... or click Browse, and select a file or files from your computer to upload. You can keep adding files to the folder list and then upload them in bulk when you click Upload in the Upload dialog.
   
   
   • This feature is supported in all browsers except Internet Explorer 10 and below.
5. Optionally, click Add Metadata, and in the dialog box, enter information for the metadata fields, and then click Add.
6. Click Upload. A green check mark appears beside each file name as the upload completes.
   • You can remove files from the Upload dialog before they begin uploading.
     • Hover over the row to see the X icon; then click it before you click Upload.
     • Optionally, if you have clicked Upload, click Cancel before the file has uploaded.
       
7. Click Close when you have finished uploading.

Upload files from Overture

To upload a media file from the Overture section

1. In the Overture section, from the Actions panel, click Upload to Media Library.
2. In the Upload to Media Library dialog, choose Drop your files here or... (or click Browse), and select a file or files (in bulk) from your computer to upload.
3. Optionally, click Add Metadata, and in the dialog box, enter information for the metadata fields, and then click Add.
4. Click Start Uploading. A green check mark appears beside each file name as the upload completes.
5. Click Close when you have finished uploading.

Upload files from a content editor

You can upload files to media libraries from the content editor for some content templates. The process is the same as uploading files from the Media section, except the method of getting to the interface is through the content editor.

Content templates that allow you to add media files include the following:

• Article Detail
• Article Detail with Related Articles
• Article Summary
• Article Summary with Small Image
• Carousel Image
• Carousel Video
• Document Style 1
• Flash
• Horizontal Image Bar
• Image
• Image Slider
• Listable With Image
• Small Block With Image
• Text Block

In general, there are two methods for accessing the media library dialog from a content editor:

• In the Media section, click Upload. From here, you can drop files or Browse your computer for media files.

Click Select in a content editor field that allows you to select a media file.

From here, you are directed to a dialog that contains an interface similar to the Media section.

 Once your files are in a media list, you can:

• Upload a new file or new version

• Clone the file
  • If you clone a version, you will be asked for a new name for the file. If you try to clone a file with a name that already exists, you will receive an error message.
  • Once you have cloned the file, it becomes a new file with none of the history of former versions.
  • You can clone one file at a time.

• Expire a file
  • Expire a current version or a published file
  • Select a Hide Expired checkbox in the toolbar.
  • Sort files

Sort columns by Name,Version, Modified By, Modified date, Size, and Type with the small arrows beside each category.

Download files from the Media section

You can download files from a media library to your computer using two different methods.

• Click the check box beside a filename and hover your mouse over the name. An arrow will appear.
  

• Click on the arrow to download the file.
• From Version History, hover over the filename and click the green arrow to download the file.
  

Create new versions

You can create as many versions of a file as you like using the Upload button. You can also access a Version History of each file. From there you can clone versions and restore previous versions.

If you upload a file to the Media Library with the same filename and type as one that already exists in the same folder, you will be reminded that a new version of that file will be created, and you’ll be given the option to continue uploading.

You might want to update a specific file in the Media Library with a new version of the same file, but in some cases the source filename is different than what is in the Media Library.

In that case:

• Select the checkbox next to a filename in the Media Library. Click Upload.

• In the Upload dialog, select Drop your files here or.., or click Browse. The file will be added as a new version with the name you have selected in the Media Library.  

Version History

Once you have created new versions, you can click the version number in the file list to see Version History. From there, you can clone or restore the versions.

• If you clone a version, you will be asked for a new name for the file. If you try to clone a file with a name that already exists, you will receive an error message.

• Once you have cloned the file, it becomes a new file with none of the history of former versions.
  

Preview an image file

You can preview image files one at a time, or scroll through them all.

To preview an image file

1. Click to select the folder that contains the file you want to preview (you can do this from the Media section or any content editor that allows you to add a media file).
2. Click to select the check box beside the file you want to preview.  A preview window floats in the bottom right hand corner when an image is selected. It can be dragged to a place you choose on the Interface.
   
   • When you click on a previewed thumbnail, it pops up to be the full size (or max size of window).
     
   • When you select multiple images you can scroll through them in the preview window.
     

View content connections

OrchestraCMS users are able to see where and how media connects with content. They can view connections to the Name, Type, Status, Start Date, and Expiry Date of up to 25 content items. They can also see the media file Folder Name, Type, and Status.

To view media content connections

• Select a page in the Media section.
• In the Actions panel, click Manage.
• Click View Connections.