A Web File represents downloadable file in an Adxstudio Portals Website, used to store images, documents, and any other file type.

To store the actual contents of a given file, Adxstudio Portals uses the attachment feature of the Notes associated with a Web File record. The file attachment of the newest note associated with the web file is used as the file content. As such, the size of Web File content that can be supported by Adxstudio Portals is determined by the note attachment size supported by your CRM installation.

Managing Web Files in CRM

For CRM users, provided the Adxstudio Portals customizations have been imported into your Dynamics CRM organization, Web File records can be managed under the Portals tab.

Managing Web Files in CRM

Editing a Web File record

Editing the Note attachments of a Web File

Managing Web Files on a Portal

For portal users with content management permissions, files can be managed using the portal inline editing interface. If your user account has been assigned the necessary permissions, the inline editing interface will appear automatically when you sign in to the portal.

To create a new Web File, navigate to the page that will be the Parent Page of the file. Then select New > Child file from the editing toolbar (Figure 2.1). In the editor dialog that appears (Figure 2.2), you can provide the basic attribute values for the file. If you select a file to upload before providing a Name or Partial URL, those will be automatically populated base on the name of the selected file. Then click the Save button to upload the file.

Figure 2.1 – Adding a new child file

Figure 2.2 – The new file editor

To edit an existing Web File, navigate to the page that is the Parent Page of the file (Figure 2.3). Then select Children from the editing toolbar. In the child editor dialog that appears, you can delete and reorder any of the child entities of the current page. To edit an individual file, child the edit link on its list item. In the resulting dialog, you can edit the primary fields of the file. If you want to update the actual contents of the existing file, use the Upload File field to upload a new file. This will replace the existing file content for this Web File.

Figure 2.3 – Editing a child Web File

When a Web File is deleted through the portal front-side editing interface, its record is not deleted permanently from CRM. Instead, it is moved to the Inactive state. It will cease to be visible on the portal, but can be viewed or reactivated by a CRM user.

Attributes & Relationships

The table below explains many of the standard Web File attributes used by Adxstudio Portals. It is important to note that the way in which many of the content/display-oriented attributes are rendered is controlled by the Page Template used, and thus by the portal developer.

NameDescription
Name

The descriptive name of the entity. This value will be used as the file title in most templates (e.g., for link titles). This field is required.

Website

The Website to which the entity belongs. This field is required.

Parent Page

The parent Web Page of the entity, in the website content hierarchy.

While a file is not required to have a Parent Page – in some scenarios, for example, a file may have a parent Blog Post instead – providing a Parent Page is the recommended configuration in most cases.

Partial URL

The URL path segment used to build the portal URL of this page.

Partial URL values are used as URL path segments. As such, they should not contain illegal URL path characters, such as "?", "#", "!", "%". Since Adxstudio Portals URLs are generated by joining together Partial URL values with slashes ("/"), they should also not generally contain slashes.

Recommended practice would be to restrict Partial URL values to letters, numbers, and hyphens or underscores. For example: "press-release.pdf", "Site_Header.png".

Publishing State

The current publishing workflow state of the file, which may dictate whether or not the file is visible on the site. See Publishing States. The most common use of this feature is to provide "published/draft" control over content.

Users with content management permissions may be granted the ability to use "Preview Mode", which allows these users to see ("preview") unpublished content.

Display Date

This attribute is a date/time value that can be used by a template, purely for display purposes. It has no functional implications, but can be useful for things like, for example, manually specifying a published date on a press release document.

Release Date

Controls a date/time after which the file will be visible on the portal. If the current date/time is prior to this date, this file will not be visible. (The exception to this is that users with content management permissions may be granted the ability to use "Preview Mode", which allows these users to see ("preview") unreleased content.) This is useful for controlling the release of time-sensitive content, like news or press releases.

Expiration Date

Controls a date/time prior to which the file will be visible on the portal. If the current date/time is after this date, this file will not be visible. (The exception to this is that users with content management permissions may be granted the ability to use "Preview Mode", which allows these users to see ("preview") expired content.)

Summary

A short description for the file, this value will generally be used to add a description of the file to portal navigational elements that render a link to the file.

Hidden from Sitemap

Controls whether or not the file is visible has part of the portal site map. If this value is checked, the file will still be available on the site at its URL, and can be linked to, but standard navigational elements (menus, etc.) will not include the page.

Display Order

An integer value indicating the order in which the file will be placed, relative to other entities with the same Parent Page. This controls the ordering of files and other site map entities when, for example, a list of links to the child entities of a given page are rendered on the portal.

Cloud Blob Address

A text value in the format <container>/<filename>, indicating that the content for this file is stored in Azure Blob Storage. See Azure Blob Strorage for Web Files.

Content-Disposition

Options are inline or attachment. If inline is specified, the browser should attempt to render it within the browser window and if it cannot, it will prompt the user to download or open the file. If attachment is specified, it will immediately prompt the user to download or open the file, and not try to load it in the browser, whether it can or not.

Enable Tracking

If enabled, every request for this web file will be logged. A Web File Log record will be created with the date & time, IP Address, and the contact record if the user is authenticated.