How do I manage files, images, and attachments in the Archive?

Learn how editors and administrators upload, organize, and use Archive files in handbook articles and form collections.

Open the Archive

Open the relevant handbook and select Edit. You can find Archive in the menu on the left.

Create folders in the Archive

1. Click Create on the right side of the Archive
2. Select New folder
3. Enter a descriptive folder name and confirm

Organize files in folders by topic, such as Forms, Images, or HSE documents, to make them easier to find.

The menu on the left shows that you are in This handbook. You can also upload files at this level if you do not want to organize them in folders.

Upload a new file to the Archive

1. Open the folder where you want to upload the file
2. Click Create and select New File(s)
3. Select one or more files from your computer

The Archive supports PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), PNG, and JPG files.

Add a new form from the Archive to the handbook

1. Open Archive in the handbook and upload the form
2. Open the form collection and click Create > New Attachment
3. Select the attachment from the Archive and add it to the form collection

Replace an existing file in the Archive

1. Find the file in the Archive and click Edit
2. Select Browse and upload the new version

All existing links to the file in handbook articles are updated automatically. You do not need to update the links manually.

Add a file from the Archive as a link in an article

1. Open the article in edit mode and select the text you want to use as the link
2. Click the Add file from archive icon
3. Select the file from the handbook's Archive

Add an image from the Archive to an article

1. Open the article in edit mode and select the text you want to use as the link
2. Click the Add image from archive icon
3. Select the file from the handbook's Archive

Download a file from the Archive

Find the file in the Archive and click the file name. Select Download if the file does not download automatically.

Delete files from the Archive

1. In the Archive, select the checkbox to the left of each file you want to delete
2. Click Options at the top of the page and select Delete selected items

Check that a file is not used in any active articles before deleting it. Deleting the file breaks existing links to it.

Important

You cannot undo the deletion of a file from the Archive. If you delete a file by mistake, upload it again.

Watch the Archive training video

Watch the training video about the Archive