Knowledge Base

Media Library

Last Modified:
08 May 2019
User Level:
Contributor

Description

Unless you have been granted read/write access rights to the Media Library – your access is "read-only".

The Media Library is the home to the Media Items you will be using in your site(s). Media Items can be:

  • images
  • documents (e.g., text files, MS Office, PDFs, etc.)
  • code files (e.g. JavaScript, CSS, PHP, etc.)
  • audio and video

By default, any user can access these files to use them in a Content Item (via a Media Content Element or the HTML Editor), Content Layout or Page Layout (using the Generate T4 Tag feature), but only Administrators or users who have been granted appropriate access can add and modify files in the Media Library. Read access can also be removed for particular Media Categories. Power Users and Administrators also have direct access to the Media Library from most assets.

Media Items in the Media Library use a System Content Type referred to as a Media Content Type. This is the only Content Type associated with the Media Library. The Media Library can be accessed from many parts of the system, including directly from the content if you have a Media or HTML element or via the menu at Content > Media Library. 

‌The Media Library is categorized to help you organize your Media Items.

Using the Media Library

To access the Media Library, go to Content > Media Library. This screen appears:

With a new installation, the list is empty but as you add more items to the Media Library, the list will grow.

Media Library Controls

The Media Library controls let you add, move, delete and retrieve media items.  

  1. Search: To locate Media Items, enter the Media Item name or the keywords associated with it in the Search box and click Search.
  2. Jump: Each Media Item has a unique ID number associated with it. If you have the ID for the Media Item, enter it into the Jump box and select Jump.
  3. Bulk actions: Delete or move multiple files to a different Category. You must select two or more items' checkboxes to use the Bulk actions.
  4. Add MediaCreate new media within the currently selected Category.

Media Categories

Categories help you keep stay organized. When you add a new item to the Media Library you can choose to add it to a new or existing Category folder. Categories are arranged in a hierarchical folder structure so you can place Child Categories inside Parent Category folders. It's worth taking time to plan the Categories and Child Categories organization that would work best for your organization.     

It is possible to:

Media Items

Media Items are listed in a table. You can change the number of items that will be listed per page by using the records dropdown options on the top right. To quickly search through the items in the selected Category you can enter text in the Filter input on the top right.

Each Media Item is a row in the table. Columns are as follows: 

NameDescription
Preview

A thumbnail view of image files will be displayed. For other file types, a document icon is displayed. 

Name The name of the Media Item. This links to the Edit screen where you can change the Media Item's settings or upload a new file.
The Media Item ID number is also displayed. This number can be used to search for a Media Item via the Jump input.
Version  When a file is uploaded and saved as a Media Item it has a version number of 1.0. When a new file is uploaded to the Media File input on the Edit screen, the version number increments. A full list of file versions can be viewed in the History tab of the Edit screen.
Status

A Media Item has a status of Approved when uploaded. When deleted the status is changed to Inactive and it will no longer publish. 

To permanently delete a Media Item go to Content > Recycle Content. In the Inactive Content tab, you can use the Filter to search for the Media Item. When it is selected, click on Purge Content.

To revert the status of a Media Item from 'Inactive' to 'Approved' just change any of the Media Item settings in the Edit screen and Save Changes.

Filename The name of the file that was uploaded to the Media Library
Type The Media Type that is associated with the Media Item 
Size The Media Item's filesize in kilobytes
Actions

When clicked, the Action Menu will expand to show the following options:

  • Edit – links to the General tab in the Edit screen where you can change the Media Item's settings or upload a new file.
  • Move – links to the Categorization tab in the Edit screen where you can select the Category/Categories that the Media Item will be listed under
  • Variants – links to the Variants tab in the Edit screen where Variants can be added or edited 
  • Download – downloads the file to your local machine
  • Delete – deleting a Media Item will change its status to Inactive
Checkbox

Select multiple Media Items to apply the Move and Delete Bulk Actions

Adding a Media Item to your content

The Media Library doesn't just store media files like images, video and audio. You can also store CSS and JavaScript files that can be added to Page Layouts or documents like PDFs and MS Office docs that can be added to your Content Items.

To add a Media Item to a Content Item, the Content Type used must include an HTML element:

Screengrab of a Content Type with an HTML Content Element

When creating a Content Item with an HTML element you will see the HTML editor. To add a Media Item select the Insert from Media button:

The HTML element with the Insert from Media button highlighted

When an image is selected from the Media Library it will use the image Media Content Layout to output the img HTML element so the image will display on the page. If a document like a PDF or Office doc is selected, the name of the Media Item will be output with a link to the file.

Animated GIF showing the adding a Media Item to an HTML Content Element

To learn more about setting up Media Types and Media Content Layouts have a look at this video.