How to Replace an Existing Document

Before You Update a Document

Before you update a document, you need to prepare your new document.

  1. Make sure that document does not already exist somewhere on the site. If it does, you should link to the existing document and NOT add it again.
  2. Ensure that the document meets Section 508 Accessibility Guidelines.

Steps to Replacing a Document

Once the document is ready to go, you will use the Document Management Tool to update it.

  1. On the live PCC site, find the web page that lists the document on the live site

  2. Use DirectEdit to login and view the page in OU Campus.

  3. Find the Gadgets Sidebar on right side of your screen.

    • Tip: If you do not see the Gadgets Sidebar, it’s because it is probably collapsed. Click the “Show Gadgets” button (has a plug icon) on the right side of the screen. This will expand the Gadgets sidebar

  4. The Gadgets Sidebar will show a list of available gadgets. Look for the “Document Manager”.
    • Tip: If you do not see Document Manager, you need to add it to your Gadgets list.
      • Click on the gear icon to the right of Gadgets.
      • The “Manage Sidebar” modal will open.
      • Scroll through the list until you see “Document Manager”
      • Click the check box to the left of Document Manager.
      • Click Save

      • The Document Manager gadget should now appear in your Gadgets Sidebar

  5. Click the arrow to the right of Document Manager. This will expand the Document Manager gadget and show more options.

  6. Type the file name of the current document into the “Search/Filter Documents” box.

  7. As you begin typing the name, a list of possible documents will appear underneath the box.
    • If no documents appear, try only typing the first letters of the documents.
    • If you are not sure what the current document is called, you can find out by looking at the current document’s URL. Click on the document from the live site and look at the URL. The information after the final backslash (/) is the name of the document.
      • For example, take the document with the URL: 
        http://www.pasadena.edu/academics/support/dsps/docs/DSPSApplication.pdf 

      • In this case, the name of the document is: DSPSApplication.pdf

  8. From the list of documents, click on the document that you wish to update. This will display another set of options.

  9. Click on the “Replace Button” (the first button in the list, with two arrows). This will open a new modal.

  10. Click “Choose File” to to find the document from your computer.

  11. Once you have found the file, click submit. This will upload the new file and use it to replace the current one.

  12. Next, click the “Publish Button” (the middle button, with a black box and arrow).

  13. This will publish the new document to the website.

  14. That’s it! Your old document will be gone and your new document will be live on the website, at the same URL that the old one was.