What is the Media Library?

The Media Library is the home to the media items you will be using in your CMS based website(s).  The most common types of media items are images (jpg, png) and documents (MS Office, PDFs).  As a CMS User, you will have the appropriate access to specific Media Library folders to allow you to manage website assets.

The Media Library should not be considered as an asset repository or as a resource for finding and using assets to build website content.  It should be used to hold assets in specific folders relating to specific websites.   These assets should be sourced by those responsible for the website, uploaded to the correct folders in the Media Library, and used in the content building stage. 

Media Library assets should be managed in the same way as any other piece of content in the CMS.  The assets should be reviewed periodically as part of a website and content lifecycle, and if the assets are no longer required, they should be removed from the CMS.

How Do I Access the Media Library?

Users can access the Media Library via the main menu by clicking on Content > Media Library.

How Do I Request Access to a Media Library Folder?

If you need access to a website or section in the main Site Structure, or a folder in the Media Library, the person designated as the website owner will have to submit an access request via the IT Helpdesk.  If you are the website owner then please follow the instructions below to submit an access request.

To submit an access request please visit the IT Helpdesk and do the following:

• Log in with your staff AD credentials (Staff number and password)
• Click on New Call in the main menu
• Under the 'Call Type' dropdown select Services
• Under the 'Category' dropdown select CMS
• And from the loaded dropdown select Access Request

What is the Process of Uploading Files to the Media Library?

The process is simple, source responsibly and optimise. Following the development of a content plan for each of you website pages, the next step is to source or create the assets required to accompany your website copy.  You must have consent to use any third party assets before they are uploaded to the Media Library.  This is to ensure that you do not fall foul of any copyright infringements.  Any copyright issues which may include legal action, will be the responsibility of the user who uploaded an unverified resource to the Media Library, so please take care and ensure the resources are freely-usable.  

Once you have sourced your imagery and accompanying documents, they must be optimised for use on the web.  This will provide a number of benefits in terms of page load and download speeds.  You can use the following free tools to help with this:

• Pixlr - Edit, size and optmise images for use on your website.
• Adobe Compress PDF - This tool can be used to compress newly created and existing PDFs.  There are other great document conversion tools available there which may also help.

How can I Check Which Media Library Categories I have Access to?

1. From the main menu on the left of the screen go to Content > Media Library.
2. Expand the Categorised section, then any other relevant sections until you see the 'cog and dropdown' icon.
3. This icon means that you have full control over the assets in that category and subsequent child categories.

How Can I Check if a Media Library Asset is Being Used?

1. Navigate to the appropriate category in the Media Library.
2. Access an asset within the folder by either clicking on the 'Name' hyperlink or selecting 'Edit' from the Actions menu.
3. Once the asset information has loaded, click on the 'Usage' tab.
4. The Usage tab will provide information on which content and section location this piece of media is being used in. If it is not being used the information 'No results found' will be displayed.

How can I Delete a Single Piece of Media?

Please Note: Once a piece of media is deleted, it will not be recoverable.

1. Navigate to the appropriate category in the Media Library.
2. Once you have confirmed the asset is not in use and no longer required, click on the Actions menu and select the option 'Delete'.
3. A system prompt will ask you to confirm whether you wish to delete the piece of media. Click 'Delete' to proceed.
4. The system will confirm that the media has been deleted and its status will be changed to 'Inactive'.

How Can I Delete Multiple Pieces of Media?

Please Note: Once a piece of media is deleted, it will not be recoverable.

1. Navigate to the appropriate category in the Media Library.
2. Once you have confirmed that the assets are not in use and no longer required, place a check in the box to the right of the 'Actions' button. The row of information for that piece of media will be highlighted.
3. From the 'Bulk actions' menu, click on the option to 'Delete'.
4. A system prompt will ask you to confirm whether you wish to delete the pieces of media. Click 'Delete Media' to proceed.
5. The system will confirm that the media has been deleted and their status will be changed to 'Inactive'.

How Do I Download a Piece of Media?

1. Navigate to the appropriate category in the Media Library.
2. Identify the piece of media you wish to download.
3. Click on the 'Actions' menu and select the option to 'Download'.
4. The piece of media will download to your computer.

Please note: It is not currently possible to bulk download media.