File Naming Best Practices

  • Name digital assets before you upoad them to the Digital Asset Manager (DAM).
  • Use only letters, numbers, or hyphens (-) in the file name.
  • Do not use spaces in the filename.
  • Do not use any punctuation marks or special characters in the filename.

Filenames Matter

After a digital asset is uploaded and activated in the DAM, it has a live URL that makes it usable and publishable within your CMS pages or directly accessible on the internet for those that have the URL.

When naming files there are two things to consider:

  • Is the CMS able to upload and process this filename without an error?
  • Does the filename make it confusing for others to understand?

Digital assets in the CMS must follow a particular naming structure to avoid any system errors when processing or rendering your files. Assets with special characters that are not allowed in the CMS may cause errors when content authors attempt to use them with components or to view them directly in the DAM.

Consider other content authors and site visitors when naming files.

  • Filenames should follow a similar naming practice whenever possible. 
  • In a URL, a filename with an underscore (_) may be confused for the standard underline that hyperlinked text may have and could be interpreted as a space.
  • Additionally, there are some uppercase letters that could be mistaken for lowercase letters when used in a mixed case filename.

To make navigating your DAM assets easier, consider creating a common file naming structure for events. For example:

  • welcome-week-1.jpg, welcome-week-2.jpg, welcome-week-3.jpg
  • grad-alley-2016-01.jpg, grad-alley-2016-02.jpg, grad-alley-2016-03.jpg
  • ally-week1.jpg, ally-week2.jpg, ally-week3.jpg
  • commencement001.jpg, commencement002.jpg, commencement003.jpg

Rename a File

  1. Navigate to the file you need to rename in your DAM folder.
  2. Select the asset by hovering over the thumbnail and selecting the checkmark. The Action Bar will appear on top.
  3. Select "Move" from the Action Bar.
    1. If you do not see the Move option, select the ellipsis on the far right of the Action Bar to view more options.
  4. In the Rename window, fill in the Title after move and Name after move fields.
    1. To avoid confusion, please ensure the Title and Name of an asset are the same.
  5. Select Next.
  6. If you wish to just change a filename without moving the asset, select the same folder the asset was in by hovering over the folder icon and selecting the checkmark.
    1. Note that the Next button will be greyed out until you select a folder.
  7. In the Adjust/Republish window, you can view all the references the asset has. Make sure to have all the references checked to ensure they are re-published.
  8. Select Move.
hover or touch the file icon to bring up a menu bar

Hover or touch the asset's icon to bring up a menu. Select the checkmark to select.

Tutorial: Renaming a file in the DAM

When renaming a file in the DAM, select "Move" from the Action menubar and then update the filename as needed in the Rename to field.

Archive Digital Assets

The DAM server that stores all of the data for the CMS has a finite capacity, so you may notice things running more slowly than you'd like when trying to upload or access a file. That’s to be expected when hundreds of people are storing hundreds of gigabytes worth of digital media on the same server. To help keep the DAM running smoothly for all users, we encourage you to archive digital assets you're no longer using.

Additional resources:

Check for References

Before archiving digital assets, you should check for references to make sure they're not linked on your pages or elswere in the CMS.

  1. Navigate to the file you want to check in your DAM folder.
  2. Hover or touch the asset's icon to bring up the file's menu.
  3. Select the icon that looks like an "i" to display the metadata for that file.
  4. Click the References tab. Note - this information takes time to load and may not be as immediate as other loading.
  5. If there are no references, then this file is not linked dynamically using the pathfinder tool on any CMS pages and should be safe to archive.
    1. Note: The CMS references feature will not show files linked with static links, only those linked dynamically using the pathfinder tool.
  6. Otherwise, you'll see a list that contains a page title, number of references on that page, and path to the CMS page for each reference that exists. Each listing is a clickable link that will take you directly to that page where you can then remove the reference, if needed.
Digital asset with no references

If there are no references, then this file is not linked dynamically using the pathfinder tool on any CMS pages and should be safe to archive.

Digital asset with a reference

Referenced files will show a list that contains a page title, number of references on that page, and path to the CMS page for each reference.