Working with Images, Files & Video

The Uploading & Publishing Workflow

Whether you are adding a photo or a PDF, the process to get files into the CMS is the same.

Step 1: Upload the File

1. Navigate to the folder where you want to store the file (typically the /images or /files folder inside your section).

2. Click the Upload button in the top right.

3. Drag and drop your files into the window, or click Add to browse your computer.

4. Check for Errors:

   • "Exceeds upload size limit": The file is over 1MB. Click the three dots (...) next to the file, select Remove, resize the file offline, and try again.

   • "Invalid filename": The name contains spaces or special characters. Click the three dots (...), select Rename, and fix the name (see conventions below).

5. Click Start Upload.

Step 2: Publish the File (Crucial Step)

Uploading a file does not make it live. If you place an unpublished image on a page, it will look broken to the public.

1. Find your uploaded file in the file list.

2. Check the box next to its name.

3. Click Publish in the gray action bar at the top of the list.

4. Confirm by clicking Publish again in the pop-up window.

File Naming & Specifications

Strict file naming is required to ensure links do not break.

Naming Conventions

• No Spaces: Use hyphens instead (e.g., my-file-name.jpg).

• No Special Characters: Do not use symbols like &, %, #, or ?.

• Lowercase: Keep all filenames lowercase.

• Keep it Simple (No Dates/Versions): Do not include dates or version numbers in the filename.

  • Bad: student-handbook-fall-2025.pdf (This forces you to update the link every semester).

  • Good: student-handbook.pdf (When you upload a new version with the same name, it automatically updates the file without breaking the link).

File Specs

• Max File Size: 1MB (for both images and documents).

• Allowed Image Types: .jpg, .png, .webp.

Working with Images

Preparation

• Resize Offline: While the CMS has an editor, we recommend resizing and cropping your images on your computer before uploading. This avoids double-compression and ensures higher quality.

• Dimensions: For the main content area, an image does not need to be wider than 900px.

Placing an Image & Alt Text

When you insert an image onto a page, you are required to provide Alternative Description (Alt Text) before the system will let you save.

• What is Alt Text? It is a descriptive sentence used by screen readers for visually impaired users.

• How to write it: Describe what is in the photo and what is happening. Provide context.

  • Bad: "Students"

  • Good: "Two students studying biology in the Sundquist Science Complex atrium."

AI Image Policy

• Real People/Campus: AI-generated images depicting real people or the campus are not allowed.

• Creative Art: AI-generated images used as created/abstract art are allowed but must be properly labeled.

• Please see the AI Image Use Guidelines for full details.

Working with Documents (PDFs)

The Golden Rule: PDF or Webpage?

Before uploading a PDF, ask yourself: Is this information just text?

• Make it a Webpage if: The content is purely informational (text, policies, instructions). Webpages are mobile-friendly and much easier to make accessible for users with disabilities.

• Make it a PDF if: The document is a form that must be printed/filled out, or a resource intended for the user to download and keep offline.

Accessibility Warning

PDFs are often not accessible to screen readers by default. As the uploader, you are responsible for ensuring your PDF is ADA compliant. We recommend using tools like Adobe Acrobat Pro to check and tag your documents for accessibility.

Working with Video

The "No Upload" Rule

Video files (.mp4, .mov) cannot be uploaded to or stored in the CMS. All videos must be hosted on an external service like YouTube.

How to Embed a Video

We can embed YouTube videos so they play directly on your page.

1. Get the URL:

   • Go to the video on YouTube.

   • Click Share, then select Embed.

   • Copy the URL found inside the embed code (look for src="https://youtube.com/...").

2. Insert the Snippet:

   • In the CMS editor, place your cursor where you want the video.

   • Click the Insert Snippet icon (black puzzle piece).

   • Select "Embed Video" from the list.

3. Configure:

   • Paste the URL you copied into the URL cell.

   • (Optional) Add a Title in the title cell to display a heading above the video.

4. Save & Preview to ensure the video loads correctly.

Need a Video Produced? If you need a new testimonial or promotional video created, please review our Video Production Guidelines to request assistance from the PR & Marketing team.