CMS tips and troubleshooting

In this edition we discuss some new issues that have been identified through support requests which have been submitted via the Service Desk Portal. We provide solutions to some of the issues you may have experienced in your role as a web publisher, and give you helpful tips to improve your web content.

Document not uploading

If you have ever tried to upload a document into the CMS and it disappears without warning it may be because you are trying to upload a document that is more than the permitted size of 5mb.

Limits on file sizes are put in place for usability purposes. If the document is being viewed on a mobile and the file size is too large, it will either take a long time to open or not open at all. Viewing a PDF on a mobile device forces the user to scroll up, down and sideways to view the content. They are also forced to download the entire document when they may only need a small chunk of information. As a first step, consider whether uploading the document is necessary. If the information is placed on a web page it will make the information more accessible to all users.

If your document is in MS Excel, PowerPoint or Word format, try converting the file to PDF format to reduce the size. If your document is already in PDF format, compress the document to reduce the file size. Keep in mind that information should never be presented in just PDF format due to its inaccessibility.

To compress a PDF, you need to open the document and:

  • select File
  • select Save As Other then Reduced Size PDF
  • select OK
  • save the PDF to a preferred location then select OK

If you are still unable to reduce the file under 5mb, please ask for assistance by submitting a request via the Service Desk Portal.

Uploading multiple image assets

Images used on the FedUni website should be sharp and of good quality. Images must be created in the dimensions they are to display at before being uploaded to the CMS; if in doubt please go to the Creating images with specific dimensions tutorial.

Note: Image types must be gif, jpg, jpeg and png

  1. Click the New button  New button
  2. Select Files > Image
  3. In the Create Image Wizard
    1. Upload Image: Click the Browse… button and navigate to where your image is saved on your computer (eg. L: drive or desktop) and click Open.
    2. Enter a name: use something that will make it easy for you to find again later
    3. Alt Text: Remember, this replaces the image for a visually impaired person. However, if the image does not add new information to the page for the user, click Yes under Decorative only? which means no 'Alt text' is then required.
    4. Caption: optional. Will not appear in normal image views. It is used mainly for image galleries.
    5. Show in Menu?: change to No.
    6. Create Locations: Click the Select New Location button. This is the location/folder that your new image(s) will appear under. Navigate in the Asset Finder to the parent and click the Select button.
      (Alternatively, if you have already navigated to the required location, you can click the Select Current Asset button and select the Create button)
  4. Add more' buttonTo upload your next image, select the +Add More button
  5. Follow step 3, a through to f, to find and upload your next image.
  6. Repeat steps 4 and 5 to add more images as required.
  7. When you have added your final image, select the Create button
  8. Select the Edit button on your first listed image. Go to the Details screen and in the change status drop-down menu select:
    1. If you are an approver: Approve then Make Live.
    2. If you are a publisher: Apply for Approval to put into workflow.
  9. Select Save
  10. You will now need to locate your other uploaded images in the asset finder and edit each one individually as per the details in steps 8 and 9.