Add a document

Instructions on how to upload and update documents in the CMS Media Library as well as how to add it to a page.

Prepare your document

You should never upload multiple versions of the same document to the Media library. This creates confusion when searching for the correct version of your document because it's not possible to see in the media library which documents are in use or where they're embedded. Search the media library for your document before starting the upload process. 

As a general rule, you shouldn't be embedding documents onto a webpage unless the document's content is also published as html, or the document's only purpose is to be printed out for display, such as an advertising poster. 

Check your document is accessible

If you need to embed a document onto a webpage, it must also be accessible. Word documents and PDFs should have the following attributes applied:

  • 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. 

Read our accessibility requirements guide for more information on creating accessible documents.

Check the document metadata

Metadata is information about the document that is used in searches and as a way of identifying owners and content. As a minimum, 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.

Name your document

There are 2 different naming conventions to keep in mind:

  1. The file name of the document (what it is saved as on your computer)
  2. The document title (what you name the document when you upload it to the Media Library).

Any documents you'd like to upload to the CMS Media Library need to have a file name without any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible (e.g. "Safe-and-strong:-a-victorian-gender-equality-strategy.doc").

When you upload this document, you should then use spaces for the document title (e.g. "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 (e.g. "Safe and strong: A Victorian gender equality strategy 2017").

Version numbers should not be used. A new version of a document should be saved over the top of the old version, to ensure any links to this document remain up to date and the media library doesn't get clogged with out-of-date, superseded files.

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 appropriate icon and file size.

  1. While you're within the Body content of a web page, place your cursor where you'd like your document to appear.
  2. Click the word Media in the formatting ribbon. 
  3. Click on the Upload tab, then Choose file and browse your computer for your document. 
  4. Add the document's title in the Name field – see our naming convention rules above for tips.
  5. Click Select media.
  6. Chose Display as > Embedded and Align > None.
  7. Click Embed.

Update an existing document in the Media library

  1. Click the Content button in the menu bar of the CMS. 
  2. Click on the Media option in the dropdown menu. 
  3. Search for your document using the Media name field and other filters.
  4. When you've found your document, click Edit.
  5. Remove the current document by selecting Remove. This will remove the document from the CMS and will also delete the document from search engines.
  6. Replace the old document with the new version by selecting Choose file. Make sure your document file name is appropriate and using hyphens between words, e.g. "DPC-organisation-chart.PDF". (Note: You should include any version numbers or dates in the actual document itself, such as the header or footer, and not in the document file name.)

Reviewed 16 July 2021

Vic Gov digital guide

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