Files that are duplicated in the course files because they were reuploaded again can add an extra burden on files that need to be remediated. The step of removing duplicate files can save work with remediation. This tutorial will cover the steps of identifying duplicate files in UDOIT (Universal Design Online Content Inspection Tool), as well as how to replace them with the initial file and removing the old one.
Identifying a Duplicate File
A file that is a duplicate usually has a filename suffix of a numerical iteration. For example, in this tutorial we have an original file, “Example Document.pdf.” The duplicate file is. “Example Document-1.pdf.” Additional duplicates follow a sequential numbering for each addition. For example. there could be an “Example Document-2.pdf,” “Example Document-3.pdf,” etc.
Checking Location of Links to Duplicates
You will need to replace the link in your course that links to the duplicate document. First, you will need to click on the Review button for the document. (Step 1)
On the pop-up window that appears, you will want to select the button Delete file from course. (Step 2)
If UDOIT allows the file to be deleted, it was not linked to any content currently in the course. In many instances, those links were in an Announcement that was deleted during the course update process while the file was left behind.
Assuming the file is linked in the course site, a window will appear informing you that UDOIT can’t remove the file since it is linked somewhere in the course site. There will be at least one link that shows the page, assignment, discussion or quiz where the file link appears. (Step 3) You will want to click on each link to open up the page to edit them.
Removing Link to Duplicate and Adding Link to Original File
On the next page, click Edit on the top right of the page. When in the Editor, remove the old link from the Rich Content Editor window and place your text cursor on a blank line where you want the link to occur. (Step 4)
Alternatively, you can type out the text for the file name and keep the text you want linked highlighted. Please see our tutorial Web Links and Accessibility for best accessibility practices when making links in your course.
Once you have your text cursor on a blank spot or the new link text highlighter, you will want to click on the drop-down menu button for documents (Step 5) and click on Course Documents. (Step 6)
The Canvas file browser will show up on the right-hand side. You can use the search bar to enter the name of the file or scroll through the list until you find the original file. Click on the file as soon as you find it. (Step 7)
You should see the link appear in the Rich Content Editor window. If it does not look like what you want, you can delete the text and try placing the cursor in the empty space, or highlight the text again and click on the file from the file browser to make the link again. When you are done editing the content, scroll down and click on the blue Save button.
Delete the Old File
Now we will want to remove the duplicate from your Canvas files. Click on Files in the left-hand navigation menu.
On the files page you can search the folders to find the file or enter some of the text from the filename (Step 2) and click on the search button. (Step 3)
Once you find the file, navigate to the three-dot menu button to the far right (Step 4) and click on Delete (Step 5) from the drop down menu.
A window will appear asking if you are sure you want to delete the file. Click on the Ok button to confirm.
Remember that deletions of files are permanent. That said, access to a deleted file can be accessed from previous courses if they have not been deleted there.
If you have any more questions about this tutorial or remediating duplicate files, please feel free to reach out to ATD through the CCAPS-ATD Learning Management Assistance form.
