The Document Center tool is available to administrators who have document center permissions, enabling them to manage the documents that are needed on your site. The Document Center is a central repository of documents for the Web site. You can manually create, upload, edit, and publish many different kinds of documents using this tool.
You can upload documents in any format into the Document Center (for example, .ppt, .doc, .pdf, .html) or create a new document using the WYSIWYG Editor. You can then link to this document from anywhere on your site. When you edit or change a document in the Document Center, all links that reference that document will automatically point to the updated file.
Important Security Note: Documents uploaded to the Document Center should not be considered secure because anyone with the URL of the document can access the document. Users do not need to be logged into your site to access the URL that is provided for the document. Additionally, if a link to the document is created on a public website page or program brochure, Google and other search engines can index that file. Even after deleting the file from your Terra Dotta site, search engines can continue to show the cached file in search results. Be very careful not to upload files that contain sensitive data.
To access the Document Center, go to Configuration > Site Pages then select the Document Center tab. The Document Center page is displayed with a list of all your existing documents:
Creating a New Document
In the Document Center home page, click 'New Document’ above the document listing. This brings you to the 'Add Document’ page with the following options.
Note: You should use only one option or the other; you cannot use both at the same time. Entering any content in the WYSIWYG Editor overrides all uploaded documents.
Option 1 - Creating a new document 'from scratch,’ using the WYSIWYG editor. This option allows you to create a document within the Document Center itself, instead of importing an already-created document. To start, type the name of the document into the Document Title field. Then, type your content into the WYSIWYG Editor. Hit 'Save’ to add your document to the Document Center.
Option 2 - Uploading an existing file. This option allows you to upload almost any kind of file and save it to the Document Center. Type the name of the document into the 'Document Title’ field. Then, click 'Browse’ to select a file from your computer to upload into the document center. Click 'Save.’
When you return to the document listing page, the new document appears in it.
Creating friendly URLs
For option 1, simply add a friendly URL label at the same time you are creating the document. When you save the document, click the edit pencil to return to the document creator and retrieve the friendly URL.
For option 2, upload the document and save it. Then on the Document Center page, click the document’s 'pencil icon' to open the document. Click on the current file to open in a new tab and copy the URL.
Editing a Document
On the Document Center home page, click the pencil icon located to the right of the name of the document you wish to edit. The 'Edit Document’ page is displayed.
If the document was a WYSIWYG document (option 1): Make changes in the Document Title field and customize the document content in the WYSIWYG Editor.
If the document was an uploaded file (option 2): Make the necessary updates on your computer and save the file. Click 'Browse’ to search your computer for the updated file. The previous document will be replaced in the Document Center by the new file. (Be sure to save a copy of the previous document on your computer if you require one for your records.)
To create a short URL to access the updated document, see the section 'Creating Friendly URLs' above.
To save the changes, click 'Save’ at the bottom of the page. You are taken back to the document listing page.
Note: When editing the content or file of an item in the Document Center, all existing links to that item point to the updated version of that Document Center item. This makes it ideal for content that is referenced from many locations throughout your Web site.
Deleting a Document
To delete a document from the Document Center, click the red 'X' located to the right of the name of the document you wish to delete. You get a dialog box asking you to confirm the decision. Click 'Ok’ to delete the document.
Note: Hyperlinks to Document Center objects that no longer are in the Document Center should be removed from public site pages. Users will receive an "Access Denied" message when attempting to link to a removed document.
Managing Document Folders
You can organize the available documents by grouping them into folders. To create a new document folder, click 'Manage Folders’ above the document listings. The Manage Folders page opens with a list of the existing folders:
To create a new folder, click the 'New Folders’ tab at the top of the page. Enter the name of the folder you wish to create and click 'Save.’
To edit the name of an existing folder, click the pencil icon located to the right of the name of the folder. A new page opens where you can change the name of the folder. Click 'Update’ to save the changes.
To delete a folder, click the red 'X' located to the right of the name of the folder you want to delete. A dialog box appears asking you to confirm the action. Click 'OK’ to proceed.
Note: A lock icon located to the right of a folder indicates that it is not empty and therefore cannot be deleted. First, go back to the main Document Center page and remove any documents from that folder. Then, you can return to this page to delete the folder once it is empty.
To change the order of the folders, change the numbers into the text fields to the left of the folder names and click 'Re-order.’ The folders will be re-ordered. You can also change the order of the folders using the black up and down arrows to the right of the folder names.
Organizing Documents Into Folders
From the main Document Center page, select the document you want to move by selecting the checkbox preceding the name of the document. Select the name of the folder to which you want to move the selected documents from the Move marked document(s) to the drop-down list box at the top-right side of the page. The selected documents are moved to the corresponding folder.
Once your documents have been placed into folders, you can find them easily using the keyword search box at the top of the page. It will display the document name and the folder in which it is located.