Managing and Sharing Resources in myCIA
Purpose
Use this process when a file or web resource needs to be linked from one or more pages in myCIA, especially if the resource may need to be updated later.
Instead of uploading separate copies of the same file to different pages, you can create and maintain one resource on the hidden Resources page. Other myCIA pages link to that resource.
This has two main benefits:
- You maintain only one copy. Multiple myCIA pages can link to the same resource.
- You don't need to change links when a file is updated. Replace the file attached to the existing resource, and links pointing to that resource continue to work.
Example
Suppose the Editorial Style Guide needs to be available from both an Editorial page and an Email Marketing page.
Rather than uploading the Style Guide separately to each page, add it to the Resources page and use the same resource link on both pages. When a new version of the Style Guide is available, replace the file in the original resource. Both pages will continue to use the existing link but will now lead to the updated file.
The basic idea: Create the resource once, link to it wherever it is needed, and replace the resource when the content changes.
Add a new resource
Create a new resource when the file or web link does not already exist on the Resources page.
- Go to the hidden Resources page.
- Select the option to add a new resource.
- Enter a clear name for the resource.
- Choose what the resource should point to:
- Select a file that already exists in Moxie Manager, or
- Choose a file from My Computer to upload it, or
- Enter a web link if the resource should point to another website.
- If you are uploading a file that will be linked from other pages, review the sharing setting described in the next section.
- Save the resource.
Why you're doing this: The Resources page becomes the central location for maintaining the file or link. Other pages can point to this resource instead of maintaining their own copies.
Make an uploaded file shareable
For an uploaded file, the Make this resource shareable setting is important when people need to open the file without having access to the hidden Resources page where it is maintained.
- Add or edit the resource.
- Scroll to the sharing options.
- Check Make this resource shareable.
- Save your changes.
Why this matters
The hidden Resources page is an administrative location. General users may not have permission to access that page. Making the resource shareable allows you to use the resource's link elsewhere without requiring the person opening the file to have access to the page where it is managed.
This setting is especially important for uploaded files. If the resource is simply pointing to an existing web address, there is no uploaded file on the Resources page that requires the same type of access.
Link to the resource from another page
Once the resource is created, use its resource link wherever you want people to access it.
- Find the resource on the Resources page.
- Copy the resource's link address.
- Go to the myCIA page where you want the resource to appear.
- Edit the page.
- Select the text or other page element that should link to the resource.
- Add or edit the link.
- Paste the resource link you copied.
- Save or publish your changes.
Why you're doing this: You are linking the page to the centrally managed resource rather than to a separate copy of the file. This is what allows you to update the file later without rebuilding links throughout myCIA.
Replace an existing file
When a document has been revised, replace the file in the existing resource rather than creating a new resource.
- Go to the hidden Resources page.
- Find the existing resource.
- Select Edit.
- Locate the existing uploaded file.
- Choose the replacement file from Moxie Manager or My Computer.
- Upload the replacement.
- Confirm that the resource is still configured appropriately for sharing.
- Save the resource.
Why you should replace instead of recreate
The resource's link stays the same when you replace its file. Pages that already use that resource link therefore do not need to be edited.
For example:
Editorial page → Resource → Editorial Style Guide
Email Marketing page → Same resource → Editorial Style Guide
When the Style Guide is updated, you replace the file associated with the resource. Both pages continue to point to the same resource and therefore lead to the current file.
Important things to remember
- The Resources page shown in the recording is a hidden administrative page and is not intended to be visible to general users.
- Administrative controls such as the wrench, pencil, and edit/delete options appear to users who have the appropriate editing permissions.
- For uploaded files that need to be accessible outside the page where they are maintained, use Make this resource shareable.
- Reuse the resource link rather than uploading additional copies of the same document on different pages.
- When the document changes, replace the file in the existing resource instead of creating a new resource. This preserves the existing link.
In short
Add the resource → Make the file shareable → Copy the resource link → Use that link on the appropriate myCIA pages → Replace the file when it needs to be updated.
This keeps resources easier to maintain and reduces the risk of different myCIA pages linking to different or outdated versions of the same document.