Managing Digital Assets

File Naming Best Practices

  • All digital assets should be named prior to being uploaded to the Digital Asset Manager (DAM)
  • Use only letters, numbers, or hyphens (-)
  • Do not use spaces in the filename
  • Do not use any punctuation marks or special characters in the filename

Why Do 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.

Users should also consider their fellow content authors and site visitors when naming files. Filenames that avoid confusion and follow a similar naming practice are recommended. 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. Click on the file once so that it's highlighted in green.
  3. Select "Move..." from the menu bar.
  4. In the Rename to field, update your filename as necessary.
    1. Note: Leave all other fields and checkboxes as is.
  5. Click Move.
  6. A window will appear asking you to confirm that you want to update your filename. Click Yes.
Tutorial: Renaming a file in the DAM

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

Create Subfolders

When organizing digital content in the CMS, much like on a computer or within a physical cabinet, using folders and subfolders can be helpful to keep similar media together for easy reference.

  1. Navigate to the appropriate folder within the DAM.
  2. In the left-hand Navigation Pane, click once on the parent folder where you to add the new subfolder so it's highlighted in green.
  3. In the right-hand Details Pane, click the down arrow next to the New... button.
  4. Select New Folder from the drop down menu.
  5. In the Name field provide the name of the folder. The folder name will ultimately become part of the file's URL path and should follow similar naming conventions to filenames:
    1. No spaces, underscores, or special characters
    2. Use only letters and numbers
    3. Examples: welcomeWeek2016; gradAlley; allyWeek2016; commencement2016
  6. Click Create.

Edit Metadata

After digital media is uploaded to the DAM, you can provide additional details called metadata to increase its searchability.

  1. Navigate to asset in the DAM.
  2. To open the Asset Editor:
    1. Double-click on the asset; or
    2. Right-click on the asset and select Open.
  3. Fill in the appropriate metadata fields in the Asset Editor.
  4. Click Save.