Uploading Files in WordPress

• WordPress Training Guide
• Why the Change?
• WordPress Basics
• User Roles
• Access & Navigation
• Creating & Editing Pages
• Workflow Stages
• Uploading Files
• Adding Links
• Create an Event
• Structuring Pages (Parent/Child)
• Final Exam
• Tips & Best Practices

Step 1: Start the Process

• From the Admin Menu, go to Files → Add New File.
• You’ll see an option to select a folder:
  • This is optional—you can leave it blank.
  • Folders mirror the old site’s structure for familiarity.
• After selecting (or skipping), click Continue.

Step 2: File Details Page

Once you click Continue, you land on the File Details Page.

This page has:

• Top area: Title field (very important for search and linking).
• Left sidebar: Editorial Workflow, Approval Status, Division, Folder.
• Main content boxes:
  • File Upload
  • Excerpt (optional)
  • Compliance Checklist
  • Internal Comments

Step 3: Upload Your File

• In the File Upload box, click Select / Upload File.
• A media screen opens with two tabs:
  • Upload Files: Drag and drop your file or click Select Files to browse.
  • Media Library: Shows previously uploaded files.
• Upload one file at a time.
• After the file finishes uploading, the view switches to the Media Library tab. You will see optional fields for Captions  and Description. These can be left blank.
• Press select to confirm and save the upload.
• For PDFs:
  • The system will extract text to improve search.
  • You can add Searchable Text for custom keywords.

Step 4: Add Metadata

• Title: Common name for easy searching and linking.
• Excerpt: Optional summary used in search.
• Compliance Checklist:
  • Answer questions about remediation, data de-identification, and forms.
  • Missing info will delay review and publishing.
• Internal Comments:
  • Main way to communicate with the web team.
  • Comments are tracked and included in notifications.

Step 5: Workflow and Save

• If ready for review:
  • Change status from Not Submitted to OC Review.
• If not ready:
  • Click Save to keep as draft.
• Publish box shows whether the file is live or pending.

Step 6: Get the Permalink

• After saving, copy the Permalink.
• Use this link to:
  • Add to a page.
  • Include in an email or button block.

Step 7: Find Your File

• Use Content Hub or Files Archive to locate uploaded files.
• You can also use the search tool or switch between:
  • Folder View (organized by folders).
  • Media Library View (standard WordPress interface).