What is the Media Library?

The Media Library is where you store the media files used across your Web CMS-based website(s). The most common file types include images (e.g. JPG, PNG) and documents (e.g. Microsoft Office files, PDFs). As a CMS user, you'll have the appropriate access to specific Media Library folders relevant to your website, allowing you to manage your site's media assets.

The Media Library should not be treated as a general asset repository or a resource to browse for reusable content. Instead, it should be used to store approved assets in dedicated folders that correspond to specific websites.

Before adding media to the Media Library, all system users are required to read and follow the copyright and media preparation guidelines that follow below.

How Do I Access the Media Library?

Users can access the Media Library and view the folder categories they have access to as follows:

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 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 Service Desk.  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 Service Desk and do the following:

• Log in with your staff AD credentials (Staff number and password)
• Click on New Call in the main menu
• In the Summary field, add the text "FAO: Web CMS - Media Library Access Request.'
• In the Description field, please add as much information as possible about the access you require.

Media Library - Copyright and Responsibility

Before uploading any third-party media to the Media Library, make sure you have the appropriate permissions or licences to use it. If copyright is infringed, including cases that lead to legal action, the responsibility lies with the user who uploaded the unverified asset.

Note: Always check usage rights before uploading any external content.

How to Prepare and Add Files to the Media Library 

The process is straightforward: source assets responsibly, ensure they meet accessibility standards, are optimised for the web, and are named correctly before uploading to the Media Library. 

Sourcing Assets

As part of your content planning, you may need assets such as images and documents to accompany your website copy. If using third-party assets, you must have permission before uploading them to the Media Library. This helps avoid copyright infringement.

Accessibility Requirements

All documents uploaded for use on your website must be accessible. Guidance on creating accessible documents, including using the Microsoft Office accessibility checker, is available in the Document Accessibility section of our Accessible Content Guidance.

Optimising Files for the Web

Before uploading, optimise images and documents to improve page load times and download speeds. You can use the following free tools:

• Pixlr and Photopea - Web-based editors for resizing and optimising images.
• 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.

File Naming Convention

Once your assets are accessible, optimised, and saved locally, apply the correct file naming convention before uploading to the Web CMS. This includes files stored on your computer or SharePoint.

Full filenames is enabled for all files uploaded to the Media Library and File Stores.

Documents and images are the most commonly used assets in website content, and it's essential that final versions are correctly named before being added to the Web CMS.

Follow the naming convention below:

• Use only lowercase letters (a to z), numerals (0-9) and hyphens (-).
• Do not use spaces. Instead, use hyphens to separate words.
• Do not use special characters (e.g., £, %, &, á) or underscores.

Correct Examples

• annual-report-and-accounts-2023-24.pdf
• undergraduate-prospectus.pdf
• application-form.docx

Incorrect Examples

• Annual Report & Accounts 2023-24.pdf
• UG_prospectus.pdf
• Application Form.docx 

Please Note: The Web Support Team reserves the right to change (or request changes to) filenames if they do not meet digital best practice. 

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 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.

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'.