Media Library

Finding, Sorting, and Creating Media Files

Summary

The Media Library module allows users to find existing media or add new media on a website. Users can search, sort, and create media items with an easy-to-use interface.

Audience

Web Managers and Publishers.

Documentation Shortcuts

How To

  • 1

    Basic Navigation

    In the Media Library module, users can search for desired media items or apply various filters to available items.

    To access the Media Library, navigate to:

    • Content > Media > Media Library.

    Media Library menu.

    Grid View

    • On the Media Administration page, available media defaults to a Grid layout, where filters and/or search terms can be applied.

    Grid layout view.

    • The arrow function below the grid can be used to scroll through pages of available media.

    Arrow function.

    Table View

    Users can switch between Grid view and Table view.

    • Click the Table tab to switch to Table view.

    Table Tab or Grid Tab.

    In Table view, media items are displayed in rows that can be sorted by:

    • Media Name
    • Type (image, icon, etc.)
    • Status (published or unpublished)
    • Updated (by date last saved)

    Media Items in Table view.

  • 2

    Filters

    Grid View

    Use the Filter options to find and select specific media:

    • Published — Choose an option from the Published filter to view published or unpublished media. The default setting is Any:
      • Any
      • Published
      • Unpublished

    Filter Published menu.

    • Name — Enter a file name to search for specific media.

    Filter Name.

    • Media Type — Choose a specific Media Type from the dropdown menu. The default setting is Any:
      • Any
      • Audio File
      • Document
      • Icon
      • Image

    Media Type menu.

    • Document Organization — Choose an organization category from the dropdown menu:
      • Apps
      • Blog
      • Documents
      • Example Pages
      • Images

    Document Organization menu.

    • Sort By — Choose a sort option. The default sort option is Newest First:
      • Newest First
      • Name (A-Z) — Alphabetical
      • Name (Z-A) — Reverse Alphabetical

    Sort By menu.

    After selecting filter options:

    • Click Apply Filters to view desired results in the Media Library.

    Apply Filters button.

    Table View

    In Table view, the Filter options change slightly to include:

    • Media Name

    Media Name field.

    • Image Filename

    Image Filename field.

    • Document Filename

    Document Filename field.

    • Click Filter to display desired results.

    Filter button.

  • 3

    Action

    Actions can be applied to selected media.

    • Check media items to select them.

    Check media items in Grid View.

    Check media items in Table View.

    • Choose an Action from the dropdown menu:
      • Delete Media
      • Publish Media
      • Save Media
      • Unpublish Media

    Action menu.

    • Check Select All Media (if desired) to choose everything in the Media Library.

    Select All Media checkbox.

  • 4

    Add Media

    To add Media, navigate to:

    • Content > Media > Add Media.

    Add Media menu.

    From the Media Administration page:

    • Click + Add Media.

    Add Media button.

    Specific media types can be added from the Menu (as illustrated above) or from the Add Media Item page:

    Add Media Item page.

    Media types include:

    • Audio File
    • Document
    • Icon
    • Image
    • Upload as many files as desired:
      • Each file can be up to 256 MB.
      • File extensions allowed include: .mp3, .wav, .aac, .pdf, .doc, .docx, .xls, .xlsx, .csv, .txt, .rtf, .zip, .ppt, .pptx, .xml, .kmz, .svg, .png, .gif, .jpg, and .jpeg.
    • Click Continue.

    Continue button.

    • Edit files individually (see below).
  • 5

    Add Audio File

    From the Menu or Add Media Item page:

    • Click Audio File.

    Audio File link.

    Fields with an asterisk (*) are required.

    • Name (*) — Give the Audio File a name.

    Name field.

    • Audio File / Add a New File (*) — Upload an Audio File:
      • One file only.
      • 256 MB limit.
      • File types allowed include: .mp3, .wav, and .aac.
    • Click Choose File.

    Choose File button.

    • Select the Audio File to upload and click Okay.
    • The file uploads to the system.
    • Leave Show in Media Library and Published checked to make the Audio File available.

    Show in Media Library and Published checkboxes.

    • Revision Log Message — Enter a brief description of any changes made, if desired.

    Revision Log Message field.

    • URL Alias — Enter an alternate path for the Audio File, if desired.

    URL Alias field.

    • Click Save.

    Save button.

  • 6

    Edit Audio File

    To edit in Grid view:

    • Click the pencil icon on the thumbnail panel for the Audio File (in this example, All or Nothing Music).
    • Click (x) to delete the file.

    Audio File thumbnail panel.

    To edit in Table view:

    • Click Edit from the dropdown menu in the Operations column.
    • Select Delete to remove the file.

    Edit menu in Table view.

    On the Edit Audio File page:

    • Edit fields as desired.
    • Click Remove to delete the Audio File.

    Remove Audio File button.

    • Click Save.
  • 7

    Add Document

    From the Menu or Add Media Item page:

    • Click Document.

    Add Document link.

    Fields with an asterisk (*) are required.

    • Name (*) — Give the Document a name.

    Name field.

    • Document Entity Body — Enter a brief description of the Document.

    Document Entity Body field.

    • Edit Summary — Click to enter a summary for the Document, or leave the field blank to use a trimmed value of the full Document text as the summary.

    Edit Summary field.

    • Document / Add a New File (*) — Upload a Document.
      • One file only.
      • 256 MB limit.
      • File types allowed include: .pdf, .doc, .docx, .xls, .xlsx, .csv, .txt, .rtf, .zip, .ppt, .pptx, .xml, .kmz, and .mp3.
    • Click Choose File.

    Choose File button.

    • Select the Document to upload and click Okay.
    • The file uploads to the system.
    • Document Organization — Choose an organization category from the dropdown menu:
      • Apps
      • Blog
      • Documents
      • Example Pages
      • Images

    Document Organization menu.

    To place the Document into more than one category:

    • Click Add Another Item to add another Document Organization menu.

    Add Another Item button.

    • Leave Generate Automatic URL Alias checked.

    Generate Automatic URL Alias checkbox.

    • Uncheck to enter a custom URL alias.

    URL Alias field.

    • Division/Office — Currently not in use.
    • Document Collection — Currently not in use.
    • Document Entity Terms — Currently not in use.
    • First Published — The Document creation date auto-populates.

    Date First Published.

    • Last Updated — The date the Document page was last edited also auto-populates.

    Date Last Updated.

    • Use the Calendar function to change the dates, if desired.

    Calendar Function.

    • Click Save.

    Save button.

    • The saved Document appears as a link.

    Document link.

  • 8

    Edit Document

    To edit in Grid view:

    • Click the pencil icon on the thumbnail panel for the Document (in this example, Website Migration Checklist).
    • Click (x) to delete the file.

    Edit Document in grid view.

    To edit in Table view:

    • Click Edit from the dropdown menu in the Operations column.
    • Select Delete to remove the file.

    Edit menu in Table view.

    On the Edit Document page:

    • Edit fields as desired.
    • Click Remove to delete the Document.

    Remove Document button.

    • Click Save.
  • 9

    Add Icon

    From the Menu or Add Media Item page:

    • Click Icon.

    Icon link.

    Fields with an asterisk (*) are required.

    • Name (*) — Enter a name for the Icon.

    Name field.

    • Icon / Add a New File (*) — Upload an Icon.
      • One file only.
      • 256 MB limit.
      • File type allowed: .svg (Scalable Vector Graphics file).
    • Click Choose File.

    Choose File button.

    • Select the Icon to upload and click Okay.
    • The file uploads to the system.
    • Alternative Text (*) — Enter Alternative Text for the Icon. This text will be used by screen readers, search engines, or when the image cannot be loaded.

    Alternative Text field.

    • Revision Log Message — Enter a brief description of any changes made, if desired.

    Revision Log Message field.

    • URL Alias — Enter an alternate path for the Icon, if desired.

    URL Alias field.

    • Authoring Information — The Authoring Information field identifies the user and the date the media was created.

    Icon Authoring Information.

    • Leave Published and Show in Media Library checked to make the Icon available.
    • Click Save.

    Save button.

  • 10

    Edit Icon

    To edit in Grid view:

    • Click the pencil icon on the thumbnail panel for the Icon (in this example, Mic).
    • Click (x) to delete the file.

    Edit Icon in grid view.

    To edit in Table view:

    • Click Edit from the dropdown menu in the Operations column.
    • Select Delete to remove the file.

    Edit menu in Table view.

    On the Edit Icon page:

    • Edit fields as desired.
    • Click Remove to delete the Icon.

    Remove Icon button

    • Click Save.
  • 11

    Add Image

    From the Menu or Add Media Item page:

    • Click Image.

    Image link.

    Fields with an asterisk (*) are required.

    • Image / Add a New File (*) — Upload an Image.
      • One file only.
      • 256 MB limit.
      • File types allowed: .png, .gif, .jpg, and .jpeg.
    • Click Choose File.

    Choose File button.

    • Select the Image to upload and click Okay.
    • The file uploads to the system.
    • Alternative Text (*) — Enter Alternative Text for the Image. This text will be used by screen readers, search engines, or when the image cannot be loaded.

    Alternative Text field.

    • Preview the Image with current focal point as Portrait, Square, Barrio Paragraph, and Original Image.
    • Focal Point — To change the focal point, move the + symbol on the Image. To specify in percentage offsets, double-click the + symbol. The default is 50,50.

    Image preview.

    Image Portrait preview.

    Image Dquare preview.

    Image Barrio Paragraph preview.

    • Check Decorative Image for images that enhance the appearance of a page but do not convey any meaning. This allows screen readers to ignore the image. The Alternative Text field should be empty when this option is checked.

    Decorative Image checkbox.

    • Name (*) — Enter a name for the Image.

    Name field.

    • Leave Show in Media Library and Published checked to make the Image available.
    • URL Alias — Enter an alternate path for the Image, if desired.

    URL Alias field.

    • Revision Log Message — Enter a brief description of any changes made, if desired.

    Revision Log Message field.

    • Click Save.

    Save button.

  • 12

    Edit Image

    To edit in Grid view:

    • Click the pencil icon on the thumbnail panel for the Image (in this example, James A. Weaver).
    • Click (x) to delete the file.

    Edit Image in grid view.

    To edit in Table view:

    • Click Edit from the dropdown menu in the Operations column.
    • Select Delete to remove the file.

    Edit menu in Table view.

    On the Edit Image page:

    • Edit fields as desired.
    • Click Remove to delete the Image.

    Remove Image button.

    • Click Save.