How to add a document
- richo (Unlicensed)
- Jess Pietsch (Unlicensed)
- Marcella Marino
- Peter Roper (Unlicensed)
Follow this page to learn how to upload documents in the CMS media library. It also teaches you how to embed a document on a page.
You must create an online/HTML version of any document or publication you’re adding to the media library. Find accessibility exceptions to this rule.
On this page:
Before uploading your document
Check for other versions
Check the CMS media library to see if someone else has already uploaded your document.
In the CMS, go to Content > Media.
Use the search bar and filter options to search for the document. It might be under a different name, like a different version or date.
Never upload more than one version of the same document to the CMS media library, even if it’s a new or updated version.
Prioritise HTML version
Don’t embed documents on a page. Exceptions include if it's also published as HTML or if it's for printing, like a poster.
Prepare your document
Check your document is accessible
If you need to embed a document onto a webpage, it must also be accessible. Word documents and PDFs must include:
heading styles and formatting
properties applied to data tables (indicating which row is the header row)
alt text for informative images
descriptive hyperlinks (not 'Click here')
a tagged table of contents, if applicable.
Check the document metadata
Metadata is information about the document used for searches. It's also a way of identifying owners and content. At the least, you need to complete the following fields:
Document title (all document types).
Company (All Word/Excel/PowerPoint docs) or Author (PDF only).
In Word, Excel and PowerPoint, go to File > Info > Show all properties to access these fields. For PDFs you’ll need Adobe Acrobat to edit and add metadata to PDFs.
Naming your document
All uploaded document filenames must not include spaces. Use hyphens (not underscores) to join words, and remove other punctuation. This helps make the filename as easy to read as possible. For example, 'Safe-and-strong-a-victorian-gender-equality-strategy.doc'
With the 'document title', ensure you write it in sentence case. For example, 'Safe and strong: A Victorian gender equality strategy'.
If the document is an annual document, include the year should be at the end of the document. For example, 'Safe and strong: A Victorian gender equality strategy 2017'.
Never use version numbers in file names.
Save any new document version over the top of the old version. Doing this avoids broken links and out-of-date files clogging up the media library.
Add a new document and embed on a page
The media browser icon allows you to add a document to a webpage. It automatically inserts the correct icon and file size.
In the Basic text component, place your cursor where you'd like your document to appear.
Select the Media icon in the formatting ribbon to launch the media library.
Select on the Add document tab, then Choose file and browse your computer for your document.
Add the document's title in the Name field. See our naming convention rules above.
Select Choose File to upload the document from your local computer drive.
Select the License Type that applies to your document:
Copyright
Creative Commons Attribution 4.0
In the Department tab, start typing the name of your department and select it from the drop-down menu. This assigns a department to the document so it can be found in the media library search.
Select the Site that the document belongs to. This assigns the document to a site so it can be found in the media library search.
Select Save
Leave the Display as drop-down as Embedded, Align as None and select Embed.
Check where a document is attached
Always check which pages your document is on.
In the CMS Media Library, open the document.
Select the Usage tab. This lists pages that have the document embedded.