Media Library Guide

The Media Library comes with two new roles that can be added via the Administration section of each brand:

Media Contributor

• Can access the media library
• Can upload images to the media library (without approving them)
• Can view all images within the media library
• Can only edit "Draft" & “Pending approval” images 
• Can’t delete images
• Can’t upload images via the CMS

Media Admin

• Can access the media library
• Can upload images to the media library 
• Can approve images (without submitting them for approval)
• Can edit/delete any image within the library
• Can upload images via the CMS (that will automatically be added to the media library)

Here is how the Image Library table view looks like:

Table columns (from left to right):

• Image (thumbnail)
• Name (FileName)
• Uploaded by
• Uploaded on (sorted by this)
• Status (Draft, Pending Approval, Approved)
• Image ID

Images Can Be Filtered By:

• Status
• Tags
• Date range (upload date)

Or Manually Searched By One of the Following Metadata Fields:

• Caption
• Alt text
• Credit
• Audit trail
• Image ID

Images that are uploaded directly into the Image Library will be added as "Drafts.”

Every user with access to the image library can upload an image, with the same limitations as within the CMS:

• Supported Filetypes: jpeg, png, jpg, webp
• Minimum dimensions: 400X224 pixels
• Maximum size: 5MB

Note: The image’s name in the Media Library will be the same as the file name on your local device. If you wish to change the image’s name, change the file name and upload the image with the correct name.

Adding Image Metadata

Once uploaded, users can then fill in the following images' metadata:

• Caption - Should describe the image and will appear beneath the image within the site when used
• Alt-text* - Should describe the image by using the most relevant keywords to improve SEO naturally
• Credit* - Credit the source or photographer of the image if known and will appear beneath the image within the site when used
• Audit trail - Proof of permission for use such as a username of a press site, press contact, source, etc. This will be used for internal purposes and will not appear on the site.
• Tags - Add image tags for future discoverability & filtration

*Note: Credit and Alt-text are mandatory fields for approving and using images. Without the mandatory fields, the image status will remain a draft. 

Each image will automatically receive the following data upon upload (appears at the bottom):

• Status (Approved, Pending approval, Draft)
• Image URL (source)
• Image ID
• Uploaded on (date & time)
• Filename
• File type
• File size
• Dimensions
• Uploaded by (username)
• Approved by (username)

After filling out image metadata fields:

• Media Contributors can "Submit for approval" to save the image's metadata and change its status to "Pending approval"
  
  
• Media Admins can approve the images they uploaded themselves or that are "Pending approval"
  
   

Users now have the ability to Bulk Upload (Upload multiple images at once) images into the Media Library. 

Images that are uploaded directly into the Media Library will be added as "Drafts.”

Every user with access to the Media Library can upload an image with the same limitations as within the CMS:

• Supported Filetypes: jpeg, png, jpg, webp
• Minimum dimensions: 400X224 pixels
• Maximum size: 5MB

Note: Bulk Upload is accessed using the same button as a single upload. Select multiple images from your local device to upload them in bulk.

Bulk Tagging:

• Once users upload images in bulk, they will have the option to add tags to these select images.

By centralizing each property's images in one place, the "Delete" function can facilitate the removal of irrelevant, inappropriate, and copyright-infringing images.

• Only “Media Admins” can delete images
• Any deleted image will be permanently removed from the media library, and any article using it, including all of its cropped versions.

Users can select an image or bulk-select multiple images using the checkboxes on the far-left side of the table.

By using the checkbox in the header of the table, every image on the page (inclusive of any current filters) will be selected. If the user wants to select every image in the property, they can follow the prompt that appears in the table.

Users can export a .CSV file containing the metadata of selected images by using the export button above the ‘Select All’ prompt.

All "Approved" images can be used via our brand new CMS plugin. This is how it works:

• Start by "Writing a new article"
• Add a new paragraph and click on the "Media" icon
• Click on the “Voltax Images" tile within the element panel
• Use the search component to find an image from your library (Search will apply to the caption, alt text, credit, audit trail, and image ID)
• Select the image of your choice, crop it, edit the enabled metadata fields (if necessary), and add it to your article
• Note: If any of the metadata fields are changed (caption, alt text), they will only be changed on the article level and not within the Image Library

Image upload from the CMS

• Only Media Admins can upload images directly into the CMS.
• Once users upload an image, edit its metadata, and embed it into an article, it will be automatically added to the Image Library as an "Approved" image with the metadata fields that were initially added.