Knowledge Base

Media Files

Last Modified:
11 Nov 2019
User Level:


Media Files are stored within the Media Library and are organized into Media Categories. To access the Media Library, go to Content > Media library.

Below the Add media button, and the options to navigate the Media Library, Media for the currently selected category is displayed in a tabular view, displaying a preview icon (for images) and sortable columns for the Media Name, Filename, Type and Size. The last column is a check box that allows you to select items for Bulk actions.

Screenshot of the Media Library listing page

The Actions menu gives the options for:

Add or Edit a Media File

To add a Media File navigate to the Media Category that the media will be added to and select Add media button (this button will only appear if you have been granted Write access to the Media Category). This opens the General tab (Media details) on this page:

Screenshot of Add Media screen

The Advanced options are grouped since version 8.3.2.

Enter, or if you are updating an existing Media File's details, edit the following:

Media file Select the file that will be uploaded to the Media Library.
Media type The Media type automatically determined based on the Media types configuration but the type can be modified. If the file extension is unknown within the media types, you need to select the type manually.
Name Add a descriptive Name. This becomes the name of the media item to Media library users. For Microsoft Office© and PDF documents, this is often used as the default link text when using the document within a Content Item.
Description Provide a brief Description. Although optional, for images, the description usually becomes the value of the Alt attribute. 
Syntax highlighting language Sets the language used for the syntax highlighter when editing this Media File. This is only used for non-binary Media Types.
Media language dependence

This is only relevant for sites that are in multiple languages. For single-language websites, you can use the default.

  • Fully independent: the Media, as well as its description and name,  is the same across all languages. This option is useful for single-language websites and style assets which do not differ from language to language.
  • Independent media file: the name and description will need to be entered in all languages, but the actual Media file will be the same. For example, this option can be used when adding images to a gallery that have a per-language name and description, yet use the same image files.
  • Fully dependent: the Media file, its description and name are available on a per-language basis. The Media is only available in the languages for which it has been explicitly added. As an example, this option can be used to add an English and French language version of a PDF; each file has its own unique description and name.
Keywords Include some keywords that can be used when searching for media in the Media Library.

If you are satisfied with the entries, then click Save changes.

Bulk uploading

If you need to bulk upload Media Files, you can use a Media Archive Package to bulk upload Media Files like images or documents to the Media Library.

Media Variants

With Media Variants, you can create resized and cropped versions of media items, while retaining the original. Depending on the Media Variant configuration, these may be created automatically when Media is added, or they can be created manually.

Updating an image in the Media Library does NOT automatically update the variants. Variants will need to be individually updated.

To create a variant, select the Variants option on the Action menu next to a Media item (this option will only appear if you have been granted Write access to the selected Media Category).

Crop Tool

This tool is similar to most image editing tools. The tool is activated when you click the Crop icon.

  • Crop size: If a specific image dimensions are required, select Custom, or one of the Predefined variant sizes; otherwise leave this as Unconstrained.
  • X: Enter the starting X co-ordinate for the crop (or leave this blank to select it on the image).
  • Y: Enter the starting X co-ordinate for the crop (or leave this blank to select it on the image).
  • W and H: If a Custom Crop size is selected, enter the Width and Height in pixels.

Using your pointer, trace the boundaries of the cropped image you want to save. The portion of the image that remains dark is the portion that is removed from the image.

Enter a Name and a Description and click Create variant to save the variant.


To resize the image, you have three options - see image below:

  • Predefined variants: If a specific image dimensions are required, select Custom, or one of the Predefined variant sizes.
  • Maintain aspect ratio: Check this option to maintain the original aspect ratio when resizing the image. If checked, entering a value into the Width or Height will automatically calculate and populate the other value.
  • W and H: Enter the width and height for resizing.

Enter a Name and a Description and click Create variant to save the variant.

Other variants

For each variant (resized or cropped) an entry is made in the Other variant records table. From the Actions menu, you can Edit, Duplicate, Download or Delete a variant.


Categorization (and Move Media)

When Media is added to the Media Library, it is added to a Media Category. Similar to Mirrored content, media can exist in multiple categories. To move Media to a different category, or to mirror the Media to multiple categories, select Move on the Actions menu for the Media, which will bring you to the Categorization tab.

Expand the structure to reveal where the media is to be filed (the checkbox on the right is checked).

  • To Move Media, uncheck the current category, and check the category into which it will move. If there are large volumes of Media items to move, use the Bulk actions to move multiple Media items at once.
  • To Mirror Media, check the categories into which the Media will be Mirrored.

If satisfied with your choices, click Save changes.


To view the History on a Media Item, select Edit on the Actions menu for the Media and select the History tab. This displays each version of the Media, showing the Name, Version, Previous version, Last modified date and time, and the Last modified user.


To view where a Media Item is used, select Edit on the Actions menu for the Media and select the Usage tab. The information listed for the media is:

  • Content name
  • Asset type
  • Variant
  • Location
  • Occurrences

This is useful in determining where a Media Item is used, and whether it can be deleted.

Download media

To Download an item from the Media Library, select an item, and from the Actions menu, select Download.

Screenshot of the Media Library Download option

This action may open the file in your Operating System dialog box. See below from Windows:

Open the file with an image viewer, or select Save file, and click OK. Save the download to a location of your choice.

Delete Media

You can Delete media from the library. To do so, select the file you want to delete, click the Actions button, and select Delete. This action prompts a "Confirm delete" popup window (see below):

If you want to proceed, click Delete.

If there is a large volume of Media to delete, use the Bulk actions to delete multiple media items at once.

Alternatively, when you have any of the media files open, you can choose to delete from any of the four tabs. If you choose to delete the media from any of these pages, click the red Delete button, and again a "Confirm delete" popup window appears. To proceed, click Delete, and the media is removed from the library.

Once Media is deleted, it is no longer visible in the Media Library, but it is in the Recycle Bin, and can therefore be re-activated (if it has not been purged). If the Media is used within content, it will be removed from the content.

Bulk Actions

When you want to Move or Delete more than one media file, you can use Bulk actions button. To Move or Delete, you need to select the appropriate media files. Do this by checking the boxes in the far right column of the table. When you select two or more files, the Bulk actions button has the option to:

  • Move: move the selected Media by selecting the destination category
  • Delete: delete the selected Media