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Managing Documents: Replacing Files, Copying Links, and Renaming Safely

Learn the differences between Copy Link, Replace, and Rename in the Edlio CMS Documents manager to keep file URLs active without breaking links.

📌 Feature Availability Notice: The Documents module is enabled on a case-by-case basis. If you do not see Media > Documents in your CMS admin navigation, contact Edlio Technical Support or Client Success to discuss enabling Documents for your site.

Understanding the Document Actions Menu

Every file uploaded to your Edlio CMS Documents repository features an action ellipsis menu (...) on the far right side of the row. Understanding the critical differences between these actions ensures your website links remain active and reliable year after year.

Edlio CMS Documents Action Menu highlighting Copy Link, Rename, and Replace

  1. Copy Link (Direct Public URL): Immediately copies the public, permanent web address of the document to your clipboard. A green banner appears confirming "File link copied to clipboard!". Use this link in Site Navigation, News posts, Page content blocks, or Mass Communication messages.

  2. Rename (Changes File URL): Opens the Rename File modal. Caution: Renaming a document changes its public URL. Any existing links on your website or parent bookmarks pointing to the old filename will break immediately.

  3. Replace (Preserves File URL): Launches your computer's native file chooser to select an updated version of the document. This is the recommended method for annual updates because the document content is updated while the public URL remains completely unchanged.

How to Safely Replace a Document

When updating recurring files such as annual student handbooks, school supply lists, or district policy manuals:

  1. Navigate to Media > Documents.

  2. Locate the document you wish to update.

  3. Click the action menu (...) on that file's row and select Replace.

  4. Choose your new document file from your computer.

  5. The system replaces the file content, refreshes the Last Modified timestamp, and keeps the identical public web link intact across your entire website.

Edlio CMS Rename File Modal with broken link warning callout, File Name field, and Cancel button

Renaming Files & Managing Link Impact

When you click Rename, the system displays a modal with three key elements:

  1. Broken Link Warning: "Once this file is renamed, the file link will change and the old link will no longer work." Take this warning seriously if the file has already been shared publicly.

  2. File Name Input: Enter the new filename. The file extension (e.g., .pdf, .txt) is preserved automatically.

  3. Cancel vs. Rename: If the file is already published or linked across your website, click Cancel and use Replace instead. Only click Rename if you have not yet published links to the document or if you plan to update all referencing links immediately.

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