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Adding New Content

Learn how to add pages, images, files, and other types of content to Plone.

Overview

Add new... expanded

Out of the box, Plone allows you to store and search for many different types of content.  There are also add-on products that allow other types of content to be stored in Plone.  This page explains how to add the following content types of content in Plone.

  • Folders - Create folders and subfolders to arrange content in a logical hierarchy.
  • Files - Upload files such as Word or Excel documents, PDF files, program files, etc.
  • Images - Upload a special type of file - an image, which can then be placed into Plone pages or viewed as a photo gallery.
  • Pages - Create pages using Plone's Kupu editor that contain text, tables, bullet points, etc.

To create any new content in Plone, click on the Add new... drop-down and then select the type of content you wish to create.  Remember that you must have the appropriate permission in a given folder before you can add any type of content to it.  Additionally, some folders may not allow all types of content to be added.

Adding Folders

Plone primarily organizes content items such as files, images, etc. into folders and sub-folders.  For example, you may setup a set of recipe folders as follows, each of which may contain its own recipes.  Using folders facilitates a natural way of organizing content.

  • Appetizers
    • Light fare
    • Vegetarian
    • Tapas
  • Main Dishes
    • Lunch
      • Light fare
      • Vegetarian
      • Sandwiches
    • Dinner
      • Poultry
      • Beef and Pork
      • Vegetarian
  • Desserts
    • Cakes
    • Pies
    • Candy

To create a new folder or sub-folder, navigate to the area in Plone where you wish to create it, then click the Add New... drop-down box and select Folder.  There are five screens available where you can supply information about the folder, the first of which has required fields.  Samples of each of these screens appear below with an explanation of how to respond to each of the prompts.  Click on any image to enlarge it.

Sample Screen Shot
Explanation of Fields
Spacer: 250 pixels
Add Folder: Default
The Default screen is the only one that has required fields.
Title (required)
The title is the name of the folder, and it is one of the fields used when searching for content.  Enter a name here that briefly but accurately describes the type of content that will be placed in the folder such as "Recipes," "Main Dishes," etc.  Titles such as "Folder" or "My Stuff" are not sufficiently descriptive and can lead to problems when searching for content.
Description (optional)
Place one or more sentences into this field to describe the content of the folder.  Although this field is optional, it is a good idea to fill it because it is displayed along with the Title field in folder listings, saving viewers time by making it easier to determine what may be in the folder before entering it.  Text in this field cannot be formatted (e.g., bold, italics, etc.), and if multiple lines are place here separated by the Enter key, they will all be joined together when they are displayed by Plone.  Therefore, when composing this field, consider typing a single paragraph.

Add Folder: Categorization The Categorization fields are used to make searching Plone easier for the viewer.
Categories (optional)
Also known as keywords, tags or labels, these help you categorize this folder.  Select all the categories that apply.  To select multiple categories, hold down the Ctrl key while selecting categories.
Categories are used when searching Plone for content, and when properly defined, they can be remarkably beneficial.
To add a new category to the list, please contact the Plone administrator.
Location (optional)
Enter the geographical location associated with the folder, if applicable.  Generally, you will leave this field blank.
Language (optional)
If the folder's title and description are in English, there is no need to update this field, but if it is stored in another language, select the name of that language here.
Add Folder: Dates The Dates fields are used either to prevent content from being searchable before a specified date or to cause content to "expire" after a certain date.
Publishing Date (optional)
If this date is in the future, the folder will not show up in listings and searches until this date.  To allow this folder to show up in listings and searches right away, leave this date blank.
Expiration Date (optional)
When this date is reached, the folder will no longer be visible in listings and searches.  To allow the folder to remain visible indefinitely, lave this date blank.
Add Folder: Ownership All fields on the Ownership screen are optional, however one of them is filled-in by default.  Overall, their purpose is to give credit where credit is due.
Creators (optional, but filled automatically)
Enter the person or persons responsible for creating this folder, one per line.  The principal creator should come first, which, by default, is filled in for you.  When possible, enter Plone IDs instead of typing a person's name because this field can be searched by Plone to find, for example, all the content created by a given user.
Contributors
Enter the names of people who have contributed to this folder.  Each contributor should be on a separate line.  In this case, use actual names instead of Plone IDs.
Rights
Enter a copyright statement or other rights information in this field.
Format
Do not change this field from its default value of "HTML."
Add Folder: Settings The fields on the Settings screen are used to ...
Allow Comments (optional)
If this box is checked, users can add comments to this folder.  Once this setting is enabled, a viewer will see an "Add Comment" button at the bottom of the page.  After clicking the button, a form appears that allows the viewer to add a title and comment text, which, when saved, will appear at the bottom of the page.
Exclude from Navigation (optional)
If selected, this folder will not appear in the navigation tree.  In most cases, it is probably desirable to leave this box unchecked.
Enable next previous navigation (optional)
Check this box to enable the next/previous navigation for the contents of this folder.  Then, when someone is viewing an item in the folder and the folder contains more than one item, next/previous links are displayed on the bottom of each page in the folder allowing the viewer to step through the pages without returning first to the parent folder.

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Adding Files

Any type of file can be saved in Plone such as

  • Microsoft Word files
  • OpenOffice Writer files
  • Microsoft Excel files
  • PDF files
  • Program files (exe)
  • Any other thing you can think of

Of the myriad types of files that can be added, Plone indexs MS Word files and PDF files, which means that it "reads" the entire contents of the file and locates it when you use Plone's search feature.

If you wish to place an image file (.jpg, .gif, .png, etc.) into Plone, please refer to the Adding Images section because Plone has additional features available for images.

To upload a file t Plone, navigate to the folder in Plone where you wish to create it, then click the Add New... drop-down box and select File.  There are five screens available where you can supply information about the file, the first of which has required fields.  Samples of each of these screens appear below with an explanation of how to respond to each of the prompts.  Click on any image to enlarge it.

Sample Screen Shot
Explanation of Fields
Spacer: 250 pixels
Add File: Default
The Default screen is the only one that has required fields.
Title (required)
The title is the name that Plone will display to a viewer for the file being uploaded, and it is one of the fields used when searching for content.  Enter a name here that briefly but accurately describes the file being uploaded such as "German Chocolate Cake PDF Recipe."  Titles such as "My File" are not sufficiently descriptive and can lead to problems when searching for content.
Description (optional)
Place one or more sentences into this field to describe the file being uploaded.  Although this field is optional, it is a good idea to fill it because it is displayed along with the Title field in folder listings, saving viewers time by making it much easier to determine what the file is about without having to view or download it.  Text in this field cannot be formatted (e.g., bold, italics, etc.), and if multiple lines are place here separated by the Enter key, they will all be joined together when they are displayed by Plone.  Therefore, when composing this field, consider typing a single paragraph.
File (required)
Click the [Browse...] button to select the file from your PC to upload to Plone.
Add File: Categorization All fields on the Categorization screen are optional.
Categories (optional)
Also known as keywords, tags or labels, these help you categorize this file.  Select all the categories that apply. To select multiple categories, hold down the Ctrl key while selecting categories.
Categories are used when searching Plone for content, and when properly defined, they can be remarkably beneficial.
To add a new category to the list, please contact the Plone administrator.
Related Items (optional)
This field allows you to link other folders, images, pages, etc. inside of Plone to this file.  To link to related items, first click the [Add...] button.  Then, use the Search Items box to locate the related item and click the Insert link next to the appropriate item in the resulting search list.  After related items are linked to the file, the viewer will see a section of the screen titled "Related Items" followed by the list of items.
The viewer may click on any of the items to view them.  Additionally, if the Title of the related item is changed, the link itself will be renamed.
Location (optional)
Enter the geographical location associated with the item, if file.  Generally, you will leave this field blank.
Language (optional)
If the file's title and description are in English, there is no need to update this field, but if it is stored in another language, select the name of that language here.
Add File: Dates All fields on the Dates screen are optional.
Publishing Date (optional)
If this date is in the future, the file will not show up in listings and searches until this date.  To allow this file to show up in listings and searches right away, leave this date blank.
Expiration Date (optional)
When this date is reached, the file will no longer be visible in listings and searches.  To allow the file to remain visible indefinitely, lave this date blank.
Add File: Ownership All fields on the Ownership screen are optional, however one of them is filled-in by default.
Creators (optional, but filled automatically)
Enter the person or persons responsible for creating this file, one per line.  The principal creator should come first, which, by default, is filled in for you.  When possible, enter Plone IDs instead of typing a person's name because this field can be searched by Plone to find, for example, all the content created by a given user.
Contributors
Enter the names of people who have contributed to this file.  Each contributor should be on a separate line.  In this case, use actual names instead of Plone IDs.
Rights
Enter a copyright statement or other rights information in this field.
Format
Do not change this field from its default value of "HTML."
Add File: Settings All fields on the Settings screen are optional.
Allow Comments (optional)
If this box is checked, users can add comments to this file (i.e., to the Plone page, not the actual uploaded file).  Once this setting is enabled, a viewer will see an "Add Comment" button at the bottom of the page.  After clicking the button, a form appears that allows the viewer to add a title and comment text, which, when saved, will appear at the bottom of the page.
Exclude from Navigation (optional)
If selected, this file will not appear in the navigation tree.  In most cases, it is probably desirable to leave this box unchecked.

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Adding Images

Since images are so important to Web sites, Plone treats images somewhat differently than any other file.  Uploading an image to Plone is very similar to uploading a file:  Navigate to the folder where you want to store the image and then click the Add New... drop-down box and select Image.  There are five screens available where you can supply information about the image, the first of which has required fields.  Samples of each of these screens appear below with an explanation of how to respond to each of the prompts.  Click on any image to enlarge it.

Sample Screen Shot
Explanation of Fields
Spacer: 250 pixels
Add Image: Default
The Default screen is the only one that has required fields.
Title (required)
The title is the name that Plone will display to a viewer for the image to be uploaded, and it is one of the fields used when searching for content.  Enter a name here that briefly but accurately describes the image being uploaded such as "German Chocolate Cake."  Titles such as "My Image" are not sufficiently descriptive and can lead to problems when searching for content.
Description (optional)
Place one or more sentences into this field to describe the image being uploaded.  Although this field is optional, it is a good idea to fill it because it is displayed along with the Title field in folder listings, saving viewers time by making it much easier to determine what the file is about without having to view or download it.  Additionally, when inserting this image into a Plone page, the description is automatically used as the caption.  Text in this field cannot be formatted (e.g., bold, italics, etc.), and if multiple lines are place here separated by the Enter key, they will all be joined together when they are displayed by Plone.  Therefore, when composing this field, consider typing a single paragraph.
Image (required)
Click the [Browse...] button to select the image from your PC to upload to Plone.  Images should be of a type that would generally be displayed on a Web page such as JPG, GIF, and PNG.
Add Image: Categorization All fields on the Categorization screen are optional.
Categories (optional)
Also known as keywords, tags or labels, these help you categorize this image.  Select all the categories that apply.  To select multiple categories, hold down the Ctrl key while selecting categories.
Categories are used when searching Plone for content, and when properly defined, they can be remarkably beneficial.
To add a new category to the list, please contact the Plone administrator.
Related Items (optional)
This field allows you to link other folders, images, pages, etc. inside of Plone to this image.  To link to related items, first click the [Add...] button.  Then, use the Search Items box to locate the related item and click the Insert link next to the appropriate item in the resulting search list.  After related items are linked to the file, the viewer will see a section of the screen titled "Related Items" followed by the list of items.
The viewer may click on any of the items to view them.  Additionally, if the Title of the related item is changed, the link itself will be renamed.
Location (optional)
Enter the geographical location associated with the image, if applicable.  Generally, you will leave this field blank.
Language (optional)
If the image's title and description are in English, there is no need to update this field, but if it is stored in another language, select the name of that language here.
Add Image: Dates All fields on the Dates screen are optional.
Publishing Date (optional)
If this date is in the future, the image will not show up in listings and searches until this date.  To allow this image to show up in listings and searches right away, leave this date blank.
Expiration Date (optional)
When this date is reached, the image will no longer be visible in listings and searches.  To allow the image to remain visible indefinitely, lave this date blank.
Add Image: Ownership All fields on the Ownership screen are optional, however one of them is filled-in by default.
Creators (optional, but filled automatically)
Enter the person or persons responsible for creating this image, one per line.  The principal creator should come first, which, by default, is filled in for you.  When possible, enter Plone IDs instead of typing a person's name because this field can be searched by Plone to find, for example, all the content created by a given user.
Contributors
Enter the names of people who have contributed to this image.  Each contributor should be on a separate line.  In this case, use actual names instead of Plone IDs.
Rights
Enter a copyright statement or other rights information in this field.
Format
Do not change this field from its default value of "HTML."
Add Image: Settings All fields on the Settings screen are optional.
Allow Comments (optional)
If this box is checked, users can add comments to this image (i.e., to the Plone page, not the actual uploaded image).  Once this setting is enabled, a viewer will see an "Add Comment" button at the bottom of the page.  After clicking the button, a form appears that allows the viewer to add a title and comment text, which, when saved, will appear at the bottom of the page.
Exclude from Navigation (optional)
If selected, this image will not appear in the navigation tree.

Image Galleries

Sample Image Gallery

As mentioned, Plone treats images as a special type of file giving them a few added extras.  To create an image gallery in Plone, first create a folder to hold the images.  After saving the folder, click the Display drop-down for the folder and select Thumbnail view.  Finally, upload all of the images for the gallery into the newly created folder.  Click the sample image gallery to the right to enlarge it.

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Adding Pages

To create a new folder or sub-folder, navigate to the area in Plone where you wish to create it, then click the Add New... drop-down box and select Folder.  There are five screens available where you can supply information about the folder, the first of which has required fields.  Samples of each of these screens appear below with an explanation of how to respond to each of the prompts.  Click on any image to enlarge it.

Sample Screen Shot
Explanation of Fields
Spacer: 250 pixels
Add Page: Default
The Default screen is the only one that has required fields.
Title (required)
The title is the name that Plone will display to a viewer for the page, and it is one of the fields used when searching for content.  Enter a name here that briefly but accurately describes the page being created such as "German Chocolate Cake Recipe."  Titles such as "My Page" are not sufficiently descriptive and can lead to problems when searching for content.
Description (optional)
Place one or more sentences into this field to describe the image being uploaded.  Although this field is optional, it is a good idea to fill it because it is displayed along with the Title field in folder listings, saving viewers time by making it easier to determine what the page is about without having to view it.  Text in this field cannot be formatted (e.g., bold, italics, etc.), and if multiple lines are place here separated by the Enter key, they will all be joined together when they are displayed by Plone.  Therefore, when composing this field, consider typing a single paragraph.
Body Text (optional)
Although this field is optional, leaving it blank makes little sense because this field contains the meat of the page.  Please see the documentation on using the Kupu editor, which is the editor that Plone to allow you to create the page.
Change Note (optional)
Enter a brief comment that describes the changes that you just made to the page, for example "Created new page," "Corrected typos," or "Added section three."  Each time a page is updated in Plone, the previous version is stored in Plone's history allowing you to compare different versions or revert to an earlier version.  This change note is stored with the history and is helpful when viewing a page's history.
Add Page: Categorization All fields on the Categorization screen are optional.
Categories (optional)
Also known as keywords, tags or labels, these help you categorize this image.  Select all the categories that apply.  To select multiple categories, hold down the Ctrl key while selecting categories.
Categories are used when searching Plone for content, and when properly defined, they can be remarkably beneficial.
To add a new category to the list, please contact the Plone administrator.
Related Items (optional)
This field allows you to link other folders, images, pages, etc. inside of Plone to this image.  To link to related items, first click the [Add...] button.  Then, use the Search Items box to locate the related item and click the Insert link next to the appropriate item in the resulting search list.  After related items are linked to the file, the viewer will see a section of the screen titled "Related Items" followed by the list of items.
The viewer may click on any of the items to view them.  Additionally, if the Title of the related item is changed, the link itself will be renamed.
Location (optional)
Enter the geographical location associated with the image, if applicable.  Generally, you will leave this field blank.
Language (optional)
If the image's title and description are in English, there is no need to update this field, but if it is stored in another language, select the name of that language here.
Change Note (optional)
Since the Change Note is optional but so important, the field appears under this tab as well as the Default tab.  Anything that was typed into this field under the Default tab is mirrored here.
Add Page: Dates All fields on the Dates screen are optional.
Publishing Date (optional)
If this date is in the future, the page will not show up in listings and searches until this date.  To allow this page to show up in listings and searches right away, leave this date blank.
Expiration Date (optional)
When this date is reached, the page will no longer be visible in listings and searches.  To allow the page to remain visible indefinitely, lave this date blank.
Change Note (optional)
Since the Change Note is optional but so important, the field appears under this tab as well as the Default tab.  Anything that was typed into this field under the Default tab is mirrored here.
Add Page: Ownership All fields on the Ownership screen are optional, however one of them is filled-in by default.
Creators (optional, but filled automatically)
Enter the person or persons responsible for creating this page, one per line.  The principal creator should come first, which, by default, is filled in for you.  When possible, enter Plone IDs instead of typing a person's name because this field can be searched by Plone to find, for example, all the content created by a given user.
Contributors
Enter the names of people who have contributed to this page.  Each contributor should be on a separate line.  In this case, use actual names instead of Plone IDs.
Rights
Enter a copyright statement or other rights information in this field.
Format
Do not change this field from its default value of "HTML."
Change Note (optional)
Since the Change Note is optional but so important, the field appears under this tab as well as the Default tab.  Anything that was typed into this field under the Default tab is mirrored here.
Add Page: Settings All fields on the Settings screen are optional.
Allow Comments (optional)
If this box is checked, users can add comments to this file (i.e., to the Plone page, not the actual uploaded file).  Once this setting is enabled, a viewer will see an "Add Comment" button at the bottom of the page.  After clicking the button, a form appears that allows the viewer to add a title and comment text, which, when saved, will appear at the bottom of the page.
Exclude from Navigation (optional)
If selected, this file will not appear in the navigation tree.  In most cases, it is probably desirable to leave this box unchecked.
Presentation Mode (optional)
If selected, this option will give viewers the ability to see the contents as presentation slides.
Table of Contents (optional)
If selected, this option will show a table of contents (TOC) at the top of the page.  The TOC is generated automatically and includes all headings (Heading 1, Heading 2, etc.) from the page.  Additionally, a viewer can click on any item in the TOC to advance directly to that section of the page.
Change Note (optional)
Since the Change Note is optional but so important, the field appears under this tab as well as the Default tab.  Anything that was typed into this field under the Default tab is mirrored here.

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