Library

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» Are you a visual learner?
   Check out our concise, step-by-step video tutorial on Updater's Library.

Updater's Library allows you to upload and manage a wide variety of files you can associate with your website, from Images you may wish to embed in story content to downloadable PDF, Excel or PowerPoint documents and more.

1. To access the Library, go to the AcuWeb Menu and choose "Library" from the drop-down list.
   
   
2. You will be brought to the Library list view.

There are many things you can do in the Library:

• Types of Files Allowed in Library
• Upload Single File
• Upload Multiple Files
• Add Keywords to Files
• Search Files
• Preview Files
• Edit Images
• Group Access
• Display Files
• Delete Files

Types of Files Allowed in Library

There are many types of media-based files that are allowed in the file library to use on your web page. Use the refernce below to properly insert web-friendly images, text files, and flash documents. It is also important that you name your files properly to avoid having issues using them with Updater and the Library.

File Naming Guidelines

Use these guidelines to name your files properly BEFORE uploading them to the Library.

• File name should NOT have any spaces.
• File name should NOT have any special characters (Ex: _ ! @ # $ % ^ & * ( ) = { } | [ ] : " l ; ' < > ? , . / ~)
• File name should NOT exceed 50 characters in length.
• File name CAN be uppercase, lowercase, mixed case, and contain numbers and letters.
• Include keywords in your file name for easy lookup and Search Engine Optimization.

Images (Place directly on page)

These are web-friendly image formats and may be used on your website. To use any of these image types on your webpage, edit content on that page and then click the Insert/Edit Image button on the content edit panel to place these types on images on your webpage. Learn about image guidelines.

• GIF
• JPG
• PNG

DO NOT use these image formats on your website. They will not work!

• BMP
• PSD
• TIF or TIFF
• WMA

Text (Link to file for download only)

These text-based files should ONLY be linked like you would a page on your website. When you link to these files and then click on the link, the user will be allowed to download the file and save it to their computer if desired.

To link to these files, edit your content and click on the Insert/Edit Link button and choose the file from the drop-down list that you previously uploaded to the Library.

• DOC or DOCX (MS Word) - This file format should not be used for important documents or legal information. *
• PDF - This is the most popular, non-editable, file that should be used to display important documents.
• RTF (Rich Text Format) *
• TXT (Plain Text Format) *
• XLS (MS Excel Format)

* Do NOT post DOC, DOCX, RTF, or TXT files to your website for download, especially if they contain forms or any sort of legal language. Why not?

• These files are EDITABLE. If there is language in there of a legal nature, whoever downloads it can change the language, sign it, and then claim the altered language came from you.
• DOC and DOCX files are not accessible by everyone. Only people with certain versions of MS Word can open them. PDFs are much more widely accessible, across nearly all computers and platforms.

Other File Formats

• MP3 (Audio) - Link to file for download only
• PPT (MS Powerpoint) - Link to file for download only
• SWF (Flash) - Embed as an object on a webpage (ask Acuity for help)

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Upload Single File

Files can be added to the Library by using the File Upload utility; or, if you have multiple files you'd like to add, you can choose the multi-file uploader, which allows you to add four files at a time. Both file uploaders allow you to add keywords to your files at the time you load them; and for sites with advanced group access controls, you have the ability to designate which groups of authors will be able to utilize each file when creating and editing their story content.

1. To upload a single file into the library, under "Choose File" click the "Browse" button. A pop-up window will appear.
   
   
2. Choose the file from the computer hard drive to upload. When done, press "Open" or double-click the file.
3. Type in keywords that describe the file being uploaded and separate each keyword with a space. Adding keywords is not required, but helpful and make it easy to find files in the Library.
4. Assign a group to the file being uploaded. Group access drop-down will contain all the groups that have been created for the Website. Assigning a group will allow that group to see that specific file, but other groups will not be able to. Admin group is set as default and allows everyone to see all files. Learn more about groups.
5. When done, click "Upload File" to upload the file to the Library.

Note: If an image larger than 975 pixels wide is uploaded into the file library, it will be resized automatically to match 975 pixels. If this becomes an issue, please contact Acuity by filling out the form on the left.

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Upload Multiple Files

The multi-file uploader can be accessed from within the Library, or for convenience, directly from the AcuWeb main menu, greatly improving your upload efficiency.

The Upload Multiple Files screen allows up to four (4) files to be uploaded at the same time.

1. Choose the file from the computer hard drive to upload. When done, press "Open" or double-click the file.
   
   
2. Type in keywords that describe the file being uploaded and separate each keyword with a space. Adding keywords is not required, but helpful and make it easy to find files in the Library.
3. Assign group access to the file being uploaded. Group access drop-down will contain all the groups that have been created for the Website. Assigning a group will allow that group to see that specific file, but other groups will not be able to. Admin group is set as default and allows everyone to see all files. Learn more about groups.
4. Repeat this process until the desired amount of files are uploaded.
5. When finished, click the "Upload Files" button to upload all the files to the Library at the same time.

Note: If an image larger than 975 pixels wide is uploaded into the file library, it will be resized automatically to match 975 pixels. If this becomes an issue, please contact Acuity by filling out the form on the left.

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Add Keywords to Files

Updater's Library has a keyword search tool, to help you quickly find specific files of interest. By adding keywords, or short descriptions, to each file, you can make it easier to find files that may not have logical filenames (for example, digital camera photos, which are typically named with a serial number, such as "DSCF1234.jpg").  Keywords are also helpful to search engines as they "crawl," or catalog, your site.

1. To add keywords to files, click the [add keywords] or the existing keyword.
2. A pop-up box will appear. Type in the keywords separated by a space.
   
   
3. Click "OK".

Note: Keywords can also be added to single and multiple file uploads.

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Search Files

If the Library is large, searching for files is necessary.

1. Type in the keyword or type in keywords separated by a space.
   
   
2. Press "Search" to see the results in the list.
3. Click "Clear Search Criteria" to start a new search or to reset the file list.

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Preview Files

To preview an item, click on the Preview icon and a pop-up box will appear with the item preview.

Note: When previewing PDF or Word files, they will download first to the browser.

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Edit Images

The Library also includes a handy Image Editor.  Simply click the "edit" button next to an image file, and the Image Editor will open.  Any image in your Library can be resized, rotated, flipped, sharpened and enhanced using this dynamic tool.  Make your editing selections, and upon 'Saving Changes', you'll be presented with a preview of your edits, and asked if you would like to save the edited copy to the Library.

Note: Edited images are saved as separate files, leaving your originally-uploaded image files unchanged.  This both protects the integrity of your original image uploads, and enables you to create multiple custom instances of an image, allowing you to use it in multiple forms across your site without it appearing "over-used."

1. Click the Edit image icon and a pop-up box will appear.
2. Once an image has been uploaded into the file library, it can be edited using...
   • Color - Choose from Original, Black & White, and Sepia
   • Mirror - Choose from Horizontal or Vertical
   • Rotate - Type in 0-360 degrees and choose between clockwise or counterclockwise.
   • Resize - Type in the width (measures in pixels) and choose wide or high. Always shrink an image when resizing. Enlarging an image will cause rough edges and blurriness.
   • Creative - Add a border, sharpen, or add a shadow to the image.
3. Once all the options have been chosen, click the "Save Changes" button.
4. A preview will show up on the screen. It will ask " Would you like to save this version to your Library?". Choose yes to keep the change and save the new file to the library or no to cancel and continue editing.
   
   

Note: When an image is edited, it will NOT overwrite the original image, but rather create a new file with a similar file name.

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Group Access

The file group access can be changed directly from the list view.

Group access drop-down will contain all the groups that have been created for the Website. Assigning a group will allow that group to see that specific file, but other groups will not be able to. Admin group is set as default and allows everyone to see all files. Learn more about groups.

After a group access item is chosen from the drop-down menu, press "Save Changes" button to save.

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Display Files

The contents of the Library can be displayed as "thumbnail" miniatures, or in the more conventional text list-view. Click the radio button to choose one or the other.

1. List - (default) This is ideal for larger libraries with lots of images.
2. Thumbnails - Helpful when looking for a particular image.

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Delete Files

1. To delete a file, check the box in the "Delete" column next to the file to be deleted.
2. Press "Save Changes" and a box will pop-up asking are you sure. Say yes and your file(s) will be permanently deleted.

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