What You Can Do with the Media Manager

Use the Media Manager to manage your file directories, upload files and edit their details (alt text, size, placement, etc), associate remote files (that may live in an external location such as Vimeo) and edit their details, search for files on your website, and upload and control thumbnail images.

Use the Media Manager to:

Upload Files (Images, General Files, Audio/Video)

Follow the instructions in the ePublishing Tools Guide: How do I upload new media, such as photos, videos and files? Learn how to upload multiple images at once: How do I upload (import) multiple images at the same time to the Media Manager?

Our online Tools Guide provides an overview of key steps in adding files to your Media Manager. Here are additional notes about functions not covered in the online guide:

  • Thumbnail  After selecting the file from your computer that you are uploading, you will be asked whether you want to “Generate thumbnail from full image?” It is selected by default, which means that a thumbnail will be associated with that file based on the default thumbnail dimentions noted under Media Manager > Settings.
  • Is remote file?  Will the file be uploaded to the website or left in its current location on a separate web-accessible server? The answer is Yes to YouTube or Vimeo videos or files on a corporate Digital Asset Management system.
  • File Type: Choose one of four options shown in the dropdown or allow the upload process to determine file type based on file suffix (e.g., .doc vs. .jpg). The following file types fall under each of the four options:
    • General: Any file that is not one of those listed below.
    • Audio: rm, mp3, wma, aif, aiff
    • Image: jpg, gif, jpeg, and png
    • Video: swf, flv, mov, avi, wmv, rmvb, mpeg, mp4, mkv

Edit the Details of an Existing Image or File

After uploading the image or file, you may edit the details of that file. Our online Tools Guide provides an overview of key steps in adding files to your Media Manager: How do I upload new media, such as photos, videos and files?

Here are additional notes about functions about editing file details not covered in the online guide:

  • File ID: Database ID for the record based on file type. This cannot be changed.
  • Web URL: The partial web URL to access the file. Add the domain name to the front (for example, http://www.yourdomainname.com/) to access the actual file.
  • External URL: This applies to REMOTE FILES ONLY. It is a required field for remote files. The full link to access the relevant file. For example: http://web.domain.com/photoGallery/gallery.aspx?album=14
  • Replace it with: If you want to update the image or file with a new version, click the Choose File button to replace the existing file with an alternate file. This will trigger your computer’s file-browse functionality to select the file you’d like to upload. The original file name will remain the same regardless of the replacement file name.
  • Display Title: Name that will appear in the Media Manager lists. Display names can be shown on front-end templates, depending on how your website is setup.
  • Width: This will only display for images. The width is calculated based on the original file uploaded to the system. This can’t be changed in the Media Manager.
  • Height: This will only display for images. The height is calculated based on the original file uploaded to the system. This can’t be changed in the Media Manager.
  • File size (kb): The actual file size in kilobytes. This can’t be changed in the Media Manager. If you’d like the file size to be smaller, simply replace the file with a smaller file.
  • Alt Text: This is required for images only and is used on front-end templates for the HTML IMG ALT tag. This is required because of its importance for SEO. When an image does not load on a website or someone hovers over an image with a cursor, this is the language that will show.
  • Description: Description of file that could be displayed on front-end templates, based on your website’s setup.
  • Preview: Available for local image files only. This will show you the image as it was uploaded.
  • Duration: Available for videos and audio only. This is an OPTIONAL manual entry field. Information can be displayed on front-end templates such as on a video landing page. This is helpful to your readers, who may want to know how long a file is before clicking play.

Time-scale options in the dropdown include:

  • Seconds
  • Minutes
  • Hours
  • Friendly URL: This is only available for audio and video files.
  • Indexable: The checkbox indicates whether the image or file can be included in internal search results.
  • Topic / Category: These checkboxes are fed by the Taxonomy Manager. All of the content-specific terms associated with the file should be selected. This is not usually used with images but can be used for PDFs, audio and video files, and others.Common selections include:
    • Topic / Category > Main Topics (Topics) > [editorial topic] that is associated with this file. This will surface the file on the Topic Landing page in an area specific to files / downloads.
    • Topic / Category > Audio Galleries > [audio gallery child]: The audio gallery is the file associated with. Media Audio front-end template displays audio files based on the individual audio gallery children. If an audio has no specific audio gallery child association, it will not show up on the Media Audio Gallery templates.
    • Topic / Category > Video Galleries > [video gallery child]: What video gallery is the file associated with. Media Video front-end template displays video files based on the individual video gallery children.
    • If a video has no specific video gallery child association, it will not show up on the Media Video Gallery templates.
  • Site Placement: These checkboxes are fed by the Taxonomy Manager. Site Placement taxonomy is highly site-specific.
    • Featured Video determines whether the video is shown on the Media and Media Video templates, for example.
  • Classification: Make any relevant classification taxonomy associations for the article.
    • Common options include
      • Classification > Require Subscription: Used to restrict file access to current subscribers only. Doing so requires someone to be logged-in and a subscriber to access the file. This may be used for the PDF of a newsletter, for example, that you only want subscribers to be able to download.

Please note: This is highly specific to each website. If you have any questions, please talk to your Solutions Manager.

  • Thumbnail: This is optional.
    • Choose file: If you’d like to replace the existing thumbnail image, select this button to replace the existing file with an alternate file. This will open your computer’s file-browse functionality to select the relevant file to be uploaded. The original file name will remain regardless of the replacement file name.
    • Generate thumbnail from full image: IMAGE ONLY. Select the checkbox to generate a thumbnail based on the full image.
      • If checked, the thumbnail will be generated when you click SAVE. It will be based on the Media Manager > Settings values for height / width of a thumbnail.
    • Edit this thumbnail image: This link will be displayed only if a thumbnail exists. Selecting the link will take you to the thumbnail image within the Media Manager to update the thumbnail.

Images cannot have a second thumbnail file, but Video, Audio and General files can have two thumbnails.

Add an Image to Articles, Blog Posts and other Content

Delete an Image or File

ePublishing offers two ways to delete an image or file.

1. Open the Media Manager. Select the folder in which your file lives. Click the icon next to the file or image you’d like to delete. Select Delete.

2. Go into the actual file or image in the Media Manager, scroll down and click the green delete button.

Warning: For most situations, avoid deleting images or files. If you want to update the file with a new one, simply replace the image or file by following the instructions in the Edit an Image or File section of this manual. If you delete the file or image in the Media Manager, it will no longer appear in any spot that it had previously been placed on your website, resulting in broken links.

Delete a Remote Image or File

Deleting an image or file that is hosted remotely requires the same steps as an image or file that is not hosted remotely. Please note: Deleting a remote file will not remove the file from the remote server. It will only delete the record for how to access the file from the Media Manager. If your file is linked anywhere on your website, however, please avoid deleting the reference from the Media Manager.

Replace an Existing Image or File

Go into the individual file or image. Click the Choose File button to replace the existing file with an alternate file. This will trigger your computer’s file-browse functionality to select the file you’d like to upload. The original file name will remain the same regardless of the replacement file name.

Create a New Folder/Directory/Subdirectory for Images or Files

To create a subdirectory in the Media Manager, select the directory where you want the new directory to be added. If you are adding a new top-level directory, click the “media” directory. If you are adding a subdirectory to an existing folder, click the applicable folder.

Click New folder in the top-right of the Media Manager window.

Directory names for websites have special rules:

  • No punctuation other than  (dash) or _ (underscore) can be used.
  • Spaces are not permitted.
  • All lowercase is generally recommended.

Rename a Directory Folder

Caution: If you rename a directory or subdirectory within the Media Manager that is being actively used somewhere on the website (a photo, for example, in that directory is in an article or associated with a blog post) be aware of how it is being used. If the files in the directory are only referenced via Image fields on forms or the Media subform of a tool, you can safely rename the directory without breaking links. The system will automatically update the links to the new name of the directory or subdirectory.

If your website references image files within the body, description or teaser areas of content, you will need to manually update the links to the new name of the directory or subdirectory.

To rename the directory, open the Media Manager and select the folder or directory you’d like to rename. On the right side of the Media Manager, click the folder icon next to the directory. You will be given the option to Delete, Rename or Refresh the directory (shown below). Click Rename and update the name.

Delete a Directory or Subdirectory Folder

All files in the directory you want to delete must be moved to a new location or deleted before you can delete a directory. To delete a directory folder, click on the folder in the Media Manager and select Delete.