Viewing a Folder

NOTE: You can only view folders for which your system administrator has granted permission. See Also: Managing Folder Permissions

  1. Access the Workarea and click the Content tab.

  2. All content in the root folder and the selected language appear in the right frame. Subfolders appear in the left frame.

    NOTE: The View menu option lets you filter content by type. For example, you can set it to view only HTML content. Therefore, you may only see content of a selected type in the folder.

  3. To work with any folder or its content, click the folder. When you do, its content appears in the right frame.
  4. If your system supports more than one language, you can view content for a particular language or all languages using the View > Language menu option.

Each folder lists the following information about its content.

The following menus and button appear across the top of the View Contents of Folder screen. Depending on your permissions, you may not see all menu options.

The menu items for each menu are described in this section. For information on the Add Asset button (), see Managing Microsoft Office Assets.

New menu

New Menu

Lets you create and upload new items into the folder.

View menu

View Menu

Lets you display information about existing content in the folder.

  • All types—Displays all content types of selected language.
  • HTML content, HTML Form/Survey, Office Documents, Managed Files, Multimedia, or Image Assets—Limits folder display to selected content type. For example, choose View > Managed Files and see only managed files in the folder; other content types are suppressed. This is especially helpful if the folder has a lot of items, and you are looking for only one type of content. If a PageBuilder folder is selected, you can limit the display to Page Layouts or Master Layouts. For more information on specific types of content:
  • Language—Limits display of content within folder to one language, or lets you display all languages. If set to one language, this also determines the language of new items you create or upload into the folder.
  • Menu—Lets user view and work with menus assigned to this folder. See Also: Adding a Menu Item via Content Folder
  • Collection—Lets user view and work with collections assigned to this folder. See Also: Working with Collections
  • Archived Content—Lets user view and work with content that passed its scheduled End Date and whose archive option is either Archive and remove from site or Archive and remain on Site. When a Web Calendar folder is selected, this menu item appears as Archived Events.
  • Properties—Only members of the administrators group and those assigned to the folder-admin role see this option. It lets you assign folder properties, such as which users can edit a folder’s content. See Also: Defining Roles
Delete menu

Delete Menu

Lets you delete folders or content within a folder.

  • This folder—Delete current folder and all of its content. If a Web Calendar is selected, the menu option appears as "This calendar." You cannot delete the Root folder. See Also: Deleting Folders
  • Content—Delete one or more content items in folder.See Also: Deleting Content
Action menu

Action Menu

Lets you perform actions on the folder or content within the folder..

Workarea content menu

Workarea Content Menu

The View Contents of Folder screen features a context-sensitive, drop-down menu of options you can perform for a content item.

The options displayed depend on several factors, such as

  • your folder permissions
  • your position in the approval chain (if any)
  • the content’s status
  • whether the item is a Microsoft Office document

To see the menu options for any content item:

  1. After signing in, navigate to the folder that contains the content.

  2. Click on the triangle. A menu of options for that content item appears. For example, if you have permission to edit, Editappears on the drop-down menu. The following items are available on the Workarea context menu:
    • Approve—Approve content that has been submitted for publishing. See Also: Approving or Declining Content
    • Check-In—Change status of selected content to checked in. Might use if you checked out and saved a document then it became lost or corrupted. This option changes original document’s status to checked in. However, it does not replace the version of the file inEktron. To replace content that was checked out and edited, drag and drop it into Ektron. See Also: Checking Out, Saving, and Replacing an Office Document
    • Check out and Save As—Change a content item’s status to checked out and save it to your local computer. When you finish editing the item, drag and drop it into Ektron. See Also: Checking Out, Saving, and Replacing an Office Document
    • Decline—Decline an approval request submitted to you. This option rejects the changes and keeps the current version live on Web site. You are prompted to enter a reason for the decline. After you decline, the author who made the change is notified by email and the content is removed from the Approval Chain. If the author updated content then submitted it for approval, the updated content remains in the file. If you do not want it to remain, choose theEdit option. You may be asked to decline both a content change and a request to delete content. See Also: Approving or Declining Content
    • Delete—Submit content for deletion.
    • Edit—For HTML, HTML form, or XML Smart Form content, edit content within the editor. For assets, use Check out and Save As or Save As to save asset to your computer and edit it. Then, use Edit to replace version in Ektron. See Also:
    • Edit in Microsoft Office—Edit Office document within Ektron. See Also: Editing an Office Document
    • Edit Properties—Edit item’s Ektron information, such as Summary, Metadata, Schedule, and taxonomy. After you complete the edit screen, you proceed to the View Content screen. From here, you can perform additional content activities, such as move/copy, delete, and view history.See Also:
    • Force Check In—Only appears if user is a member of the Administrator group or assigned the folder admin role and content is checked out. This option lets an administrator check in content even though the administrator did not check it out.
    • Publish—Accept changes to content and publish it to the site.
    • Request Check In—Allows either admin user or non-admin user with edit permission for the content’s folder to email the user who checked out content. The email asks the check-out user to check it in.
    • Save As—Save Office document or asset to your computer. See Also: Saving an Office Document
    • Submit—Submit current version of content for publishing. When you do this, the next person in the Approval Chain is notified that your content is ready for review.
    • Synchronize—Synchronize content or folders between 2 servers. See Also: Synchronizing Servers Using eSync
    • View—View item’s Ektron information, such as Summary, Metadata, Schedule, and taxonomy. After viewing, you can also edit that information if you have permission
    • View in Microsoft Office—View Office document within Office application. Cannot change.
    • View Properties—View Office document’s Ektron information, such as Summary, Metadata, Schedule, and Taxonomy. After viewing, you can edit the information if you have permission.