{"id":32,"date":"2026-03-03T16:02:37","date_gmt":"2026-03-04T00:02:37","guid":{"rendered":"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/?page_id=32"},"modified":"2026-03-03T16:02:37","modified_gmt":"2026-03-04T00:02:37","slug":"uploading-files-in-wordpress","status":"publish","type":"page","link":"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/uploading-files-in-wordpress\/","title":{"rendered":"Uploading Files in WordPress"},"content":{"rendered":"<div class=\"wp-block-dhcs-hero-basic wp-block-dhcs-main-hero-basic\">\n\t\n\n\n\n<h1 class=\"wp-block-heading\">Uploading Files in WordPress<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">DHCS WordPress Training Guide<\/p>\n\n<\/div>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:33.33%\">\n<ul class=\"wp-block-list is-style-sidebar\">\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/home\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/\">WordPress Training Guide<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/why-the-change\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/why-the-change\/\">Why the Change?<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/wordpress-basics\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/wordpress-basics\/\">WordPress Basics<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/user-roles\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/dhcs-wordpress-training-guide-user-roles\/\">User Roles<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/access-navigation\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/access-navigation\/\">Access &amp; Navigation<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/creating-editing-pages\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/creating-editing-pages\/\">Creating &amp; Editing Pages<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/workflow-stages\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/workflow-stages\/\">Workflow Stages<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/uploading-files-in-wordpress\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/dhcs-wtg-uploading-files-in-wordpress\/\">Uploading Files<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/adding-links\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/adding-links\/\">Adding Links<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/create-an-event\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/dhcs-wtg-create-an-event\/\">Create an Event<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/structuring-pages\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/structuring-pages\/\">Structuring Pages (Parent\/Child)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/final-exam\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/final-exam\/\">Final Exam<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/tips-best-practices\/\" type=\"link\" id=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/tips-best-practices\/\">Tips &amp; Best Practices<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:66.66%\">\n<h2 class=\"wp-block-heading\">Step 1: Start the Process<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>From the <strong>Admin Menu<\/strong>, go to <strong>Files \u2192 Add New File<\/strong>.<\/li>\n\n\n\n<li>You\u2019ll see an option to <strong>select a folder<\/strong>:\n<ul class=\"wp-block-list\">\n<li>This is <strong>optional<\/strong>\u2014you can leave it blank.<\/li>\n\n\n\n<li>Folders mirror the old site\u2019s structure for familiarity.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>After selecting (or skipping), click <strong>Continue<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2: File Details Page<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once you click <strong>Continue<\/strong>, you land on the <strong>File Details Page<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This page has:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Top area<\/strong>: Title field (very important for search and linking).<\/li>\n\n\n\n<li><strong>Left sidebar<\/strong>: Editorial Workflow, Approval Status, Division, Folder.<\/li>\n\n\n\n<li><strong>Main content boxes<\/strong>:\n<ul class=\"wp-block-list\">\n<li><strong>File Upload<\/strong><\/li>\n\n\n\n<li><strong>Excerpt<\/strong> (optional)<\/li>\n\n\n\n<li><strong>Compliance Checklist<\/strong><\/li>\n\n\n\n<li><strong>Internal Comments<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 3: Upload Your File<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In the <strong>File Upload<\/strong> box, click <strong>Select \/ Upload File<\/strong>.<\/li>\n\n\n\n<li>A media screen opens with two tabs:\n<ul class=\"wp-block-list\">\n<li><strong>Upload Files<\/strong>: Drag and drop your file or click <strong>Select Files<\/strong> to browse.<\/li>\n\n\n\n<li><strong>Media Library<\/strong>: Shows previously uploaded files.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Upload <strong>one file at a time<\/strong>.<\/li>\n\n\n\n<li>After the file finishes uploading, the view switches to the <strong>Media Library<\/strong> tab. You will see optional fields for <strong>Captions <\/strong>&nbsp;and <strong>Description<\/strong>. These can be left blank.<\/li>\n\n\n\n<li>Press select to confirm and save the upload.<\/li>\n\n\n\n<li>For PDFs:\n<ul class=\"wp-block-list\">\n<li>The system will extract text to improve search.<\/li>\n\n\n\n<li>You can add <strong>Searchable Text<\/strong> for custom keywords.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 4: Add Metadata<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Title<\/strong>: Common name for easy searching and linking.<\/li>\n\n\n\n<li><strong>Excerpt<\/strong>: Optional summary used in search.<\/li>\n\n\n\n<li><strong>Compliance Checklist<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Answer questions about remediation, data de-identification, and forms.<\/li>\n\n\n\n<li>Missing info will delay review and publishing.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Internal Comments<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Main way to communicate with the web team.<\/li>\n\n\n\n<li>Comments are tracked and included in notifications.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 5: Workflow and Save<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If ready for review:\n<ul class=\"wp-block-list\">\n<li>Change status from <strong>Not Submitted<\/strong> to <strong>OC Review<\/strong>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>If not ready:\n<ul class=\"wp-block-list\">\n<li>Click <strong>Save<\/strong> to keep as draft.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Publish box<\/strong> shows whether the file is live or pending.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 6: Get the Permalink<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>After saving, copy the <strong>Permalink<\/strong>.<\/li>\n\n\n\n<li>Use this link to:\n<ul class=\"wp-block-list\">\n<li>Add to a page.<\/li>\n\n\n\n<li>Include in an email or button block.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Step 7: Find Your File<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong>Content Hub<\/strong> or <strong>Files Archive<\/strong> to locate uploaded files.<\/li>\n\n\n\n<li>You can also use the <strong>search tool<\/strong> or switch between:\n<ul class=\"wp-block-list\">\n<li><strong>Folder View<\/strong> (organized by folders).<\/li>\n\n\n\n<li><strong>Media Library View<\/strong> (standard WordPress interface).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Step 1: Start the Process Step 2: File Details Page Once you click Continue, you land on the File Details Page. This page has: Step 3: Upload Your File Step 4: Add Metadata Step 5: Workflow and Save Step 6: Get the Permalink Step 7: Find Your File<\/p>\n","protected":false},"author":10,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":"","dhcs_page_language":"en","dhcs_review_stage_delay_published":false,"dhcs_review_stage_notifications":[],"dhcs_review_stage_step":"not-submitted","dhcs_review_stage_published_date":""},"dhcs-division":[],"class_list":["post-32","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Uploading Files in WordPress - WordPress Training Guide<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.dhcs.ca.gov\/wordpress-training-guide\/uploading-files-in-wordpress\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Uploading Files in WordPress - WordPress Training Guide\" \/>\n<meta property=\"og:description\" content=\"Step 1: Start the Process Step 2: File Details Page Once you click Continue, you land on the File Details Page. 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