How to Replace Frequently Updated Files in Concrete5 without Having to Re-link Files Existing on Web Pages
The Replace feature in Concrete5’s File Manager can save you a considerable amount of time if you find you have to update the same file (e.g. Microsoft Word document or PDF) frequently. This method will also save you from having to re-link every web page that the file is currently linked to.
After successfully logging in to Concrete5, hover your mouse over the Dashboard button near the top right until the menu expands.
Locate and click on the "File Manager" link under the Files sections marked in bold.
When the File Manager loads, a list of recently added files will appear.
To select an existing file on Concrete5, you may either search by Keywords, by Set(s) – if a file was added to a file set when uploaded to the File Manager, or in combination.
(Note: Concerete5’s search feature is rather flaky and will likely not return any results when using more than one keyword. It is recommended to stick to using one keyword.)
Locating a File by Keyword Search
To locate a file by keyword, type in one of the words used in the file name, and either press the Enter key (on PC) or Return key (on Mac), or click the button labeled Search. For example, you would type "employee" (without quotes) into the search field labeled Keywords.
Keyword search results will display all files having the keyword. Keywords used will be italicized in the search results. In this case, the keyword “employee” appears in italics as seen in the screenshot below.
Locating a File by File Set
To locate a file by set, click in the dropdown selection box labeled In Set(s). If the file has been added to a file set when it was originally uploaded, this method will narrow down files found in the keyword search results even further. (Note: This option is especially useful if the keyword returns hundreds of results! Additionally, using a keyword search is optional.)
In this example, we will keep the "employee" keyword search results active, but to narrow down the search, I will select the set the file has been assigned to. In this case, the file belongs to the Financial Aid department and is a form, so the Dept-Financial-Aid-Forms set will be selected. Our search has narrowed down to 2 files.
Replacing an Existing File with a New One
Click on the file you want to select and an options menu will come up.
Choose the Replace option.
Locate the new file. Once located, click the Open button.
You will be returned to the Replace window and can now click the button labeled Upload to replace the current file.
An Upload Complete window will appear after the upload has been successful.
In this example, notice the (Version 2) appearing in a light grey font in the screenshot. You can verify that the new file is now the active file, by clicking the green Continue button.
(Note: If your file has not been added to a file set, you may do so by clicking on the Sets tab and checking an existing set or creating a new one.)
To verify your file replacement, click on the file again until the option menu appears and click on Properties.
After the file’s Properties window opens, click the Versions tab.
In this example, the (Version 2) that we just saw is the active file. Additionally, the original file is still present and can be selected to be the active file instead of another versions. This is also a nice feature to have as Concrete5’s File Manager archives all file replacements in case it is ever needed again. Although it is not recommended, file versions that are inactive may also be deleted permanently from the File Manager.