Adding files as attachments

Files can be uploaded to aalto.fi by using the Attachments component. Preferably, the file should be in pdf format, and we recommend reducing the file size when possible. If a document is meant to be an internal tool within a unit, it should not be stored in Drupal.

Once you have selected your file, Drupal will prompt you to review the file you are uploading to ensure that it does not contain any protected personal data or other sensitive information.

If you select “No”, the file will not be displayed and you can either leave and delete the attachment component, or review your file and click “Yes” after re-uploading the file if it meets the requirements. Once you have confirmed that you understand the restrictions concerning the files that can be uploaded by clicking "Yes", you need to select the visibility of your file.

The visibility of your file can be set to “public for everyone” or “visible only to Aalto community”. A public file can be viewed by anyone who visits aalto.fi, whereas a file restricted to the Aalto community can only be viewed by users who have logged in to aalto.fi with their Aalto credentials. Public files are found and indexed by search engines such as Google. Files restricted to the Aalto community can be found with aalto.fi's own search engine, but not with a search engine outside the website, nor are they indexed by search engines such as Google.

If you fail to select the visibility, an error message will appear on the page and you will not be able to continue with the upload.

If you select “visible only to Aalto community", you can finish the upload of your file.

If you choose to make your file “public for everyone", Drupal will ask you to confirm that you understand what this means. If it is clear to you and the file does not contain any protected personal data or other sensitive information, you can click "Yes”. Otherwise, you can cancel your selection of “public for everyone” by clicking "No".

When you add a new attachment, you can add a file name that will be displayed on the page. Make sure the name gives the reader an idea of what the attachment contains without having to open it.

After following the above steps, your file is now ready and uploaded. You can see examples of attachments below.

Deleting files from Drupal 

Editors can delete any files they themselves have uploaded to the site. Deleting is recommended only for old files that are not in use anywhere on aalto.fi anymore. If a file that is still being used on the site is deleted, it will result in a broken link. 

How to delete a file: 

1. Navigate to the Drupal ‘Media’ tab from the 'Content' button in the upper left-hand corner. The Media tab has all files uploaded by you.
2. Find the file you would like to delete and click ‘Edit’ next to it. 
3. Navigate to the bottom of the page and click ‘Delete’.