Upload, embed, and link to files into your page content

The system allows you to embed files into your text in two different ways; through the Media Library or through the paperclip icon. Ideally, you should only be using the Insert Media icon, but here's an outline as to why:

A Comparison of Embed Processes
Type Pros Cons
Insert Media
(from the Media Library)
  • All files added will be available from your Media Library for easy document management.
  • Improved visibility on the page as most visitors skim the content for what they're looking for.
  • Download icon for easy identification.
  • If the file's Description field never needs to be updated/customized for multiple pages, you can always link to the same file without uploading it again.
  • If using the extra steps to embed the link in text, the link is then easily updated.
  • Links to files in the Media Library do not, by default, embed in paragraph text, but this is still possible with an extra set of steps (see below).
Insert File
(from paperclip icon upload)
  • Files are easily embedded in paragraph text.
  • The link to the file is easily updated via the WYSIWYG.
  • Files uploaded via the paperclip icon are added to the Files tab section of your Content but are NOT listed in your Media Library.
  • Management, deletion, and replacement of files can only be performed by Site Managers.
  • The same file has to be uploaded again every time you want to use it in more than one place on your site.

Naming Conventions

How you name your file matters. Of course, you want it to be human-readable, but it's important to remember that shorter is better and, prior to uploading your file, you want to make sure that there are no spaces in the name. If there are spaces in the name, replace them with underscores or hyphens otherwise there's a risk of the link breaking because of the insert of "%20" characters which represent open spaces in the URL.

Original filename: "Student Admissions Numbers for the School 2018-2019 FINAL.docx"
Would output to Student%20Admissions%20Numbers%20for%20the%20School%202018-2019%20FINAL.docx
Change to example: "student_admissions_2018-19.docx"

This is the preferred and recommended best practice for inserting files.

Inserting a file via the Insert Media icon (Recommended)

  1. Edit your page and click in the WYSIWYG's body region where you would like to add the link to your file.
  2. Click on the Insert Media icon
    Insert Media icon from the WYSIWYG bar
  3. From the vertical tabs, change your location from Images to Documents.
  4. If your file is already in your Media Library, scroll through your list of documents and check its box and then click the Insert Selected button. Note that you can check multiple boxes if you would like to add several files at once.
  5. If your file isn't in your site yet, click the Choose File button from under the Add File title.
  6. Locate and click on the file(s) to be uploaded.
  7. In the Add or Select Media popup window, provide the following information:
    • Name - (required) The file name to be associated with the file. Example: advanced-degrees-prgm-2021.pdf
    • Description - (optional, but recommended) The title of the file that's visible to visitors. If this is left blank, the system will display the file's Name field information instead.
    • Category - (optional) One or more taxonomy terms assigned to your file to make it easier to search for and manage your files in the future. If using more than one tag, separate each with a comma.

Demonstration of an embedded file on a page in SiteFarm using the Media Library:

 

Use the Media Library to create an embeddable link

  1. Navigate to your site's Media Library.
  2. Locate your document and click its Edit tab or pen icon.
  3. In the file's Edit screen, locate the section labeled File * to find the link to your file. Right-click on the link and use your browser's Copy Link feature to copy the link to your computer's clipboard.
  4. Return to your page where you would like to embed the link to your file.
  5. Edit your page. With your desired text highlighted using your cursor, click the Link icon (sideways chain) and paste in your copied link in the URL field.
    Link icon available from the WYSIWYG
  6. IMPORTANT: your pasted link will show the full URL path to your site. You need to change this to REMOVE the domain portion of the link. Example:
    Pasted link: 
    https://examplesite.ucdavis.edu/sites/g/files/dgvnskXXXX/files/media/documents/demonstration-file.pdf


    Remove the site information at the beginning (https://examplesite.ucdavis.edu) so you only display the link information from /sites onward so the URL looks like:
    /sites/g/files/dgvnskXXXX/files/media/documents/demonstration-file.pdf

Demonstration of an embedded file on a page in SiteFarm using the Media Library:

This is an example of a link created using the link copied from the media item. This is the demonstration pdf file.

 

Please use the Paperclip option only if the Media Library steps won't work in certain circumstances

Creating a file embed using the Paperclip

  1. Enter your body text in the WYSIWYG.
  2. Highlight the text that will contain the link to your file. Make sure that the text used for your link clearly indicates what it is referencing. This not only creates clarity for your visitors but also aids in creating accessible links for people who rely on screen readers to interact with your site.
  3. Click on the paperclip icon in your icon bar:
    Insert File icon from the WYSIWYG bar
  4. The Add File dialogue box will appear. Click on the Choose File button.
  5. Select a file from your local computer or any cloud locations you have sync’d with your system.
  6. Click Save to complete the Add File process.
  7. Scroll to the bottom of your page and click the Save button to finish.

Demonstration of an embedded file on a page in SiteFarm using the paperclip icon: 

Cum sociis natoque penatibus et magnis dis parturient montes, nascetur ridiculus mus. Donec quam felis, ultricies nec, pellentesque eu, pretium quis, sem. Nulla consequat massa quis enim (PDF). Donec pede justo, fringilla vel, aliquet nec, vulputate eget, arcu. 

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