File objects in Author-it Cloud - Cloud

Files on Author-it Cloud

The Images folder in the CompanyShare section of Files stroes your image files. If needed, create additional sub folders under your graphics folder to organize your content.

Graphics folder in File

Best Practice: When you work with embedded File objects, a copy of the image is automatically stored in the database when you save the File object. As a result, any image files used to create embedded File objects should be deleted from your graphics folder in Files.

If you are using linked and embedded File objects, create a separate sub folder to temporarily store the image files used for your embedded File objects. This makes it easier to identify image files that must be kept in Files (linked) and image files that should be deleted (embedded).

Uploading new versions of an image file

When you need to update an image you'll upload a new copy of the image file to Files. Note: Files does not allow you to overwrite an existing file with a new version of that file.

  • Uploading an image with the same file name: Before uploading the new copy, delete the existing image file, then upload the new version of the image file to your folder. Update your File object with the new image.
  • Uploading an image with a different file name: If the file name changes (for example, from 123.gif to 456.gif) you can upload the new image to your graphics folder. Then update your File object with the new image.

Embedded images

Use Files to upload image files used by the embedded File objects to your Graphics folder (located under your company folders).

Recommended workflow:

  1. Create the image files and use Files to upload the image files to the Graphics folder.
  2. Open the library in Author or Contribute and create File object. Choose Insert > Insert Picture then select your image file.

Linked images

The image files used by your linked File objects are stored in your Graphics folder in the Files (located under your company folders).

Recommended workflow:

  1. Create the image files and use Files to upload them to the Graphics folder.
  2. Open the library in Author or Contribute and create the File object. Ensure that you use the Linked File object template that points to your Graphics folder, then use the browse button to select your image file.