KB User's Guide - Documents Tab - Uploading Images and Other Attachments
Use the Attachments function to add resource files to your document. This can be used to add not only images (e.g. .JPG, .PNG, .GIF, etc.) to your document, but other resource files as well (e.g. .PDF, .PPT, .DOC, etc.).
- An individual image/attachment must be smaller than 125MB.
- Multiple 125MB images and/or attachments can be attached to a single document, but each individual item must be smaller than 125MB. For larger files, we recommend using a file storage service such as Box. Please see the UW-Madison Box KB site for more information.
Creating a Document Attachment Folder
Create an Attachment folder in a Brand New Document
If you are creating a new document and have not saved it yet, the Attachment section of the document edit screen will display a check box alongside the text "Create a new doc attachment folder". If this box is checked when saving or submitting for the first time, a new folder will be created.
The next time the document edit screen loads or refreshes after saving, the Attachment section of the edit screen will display a link that says "Open doc [ID number] attachment folder", where "[ID number]" is the newly assigned ID number of the document.
You are now ready to upload images and other attachments into your KB document.
Create an Attachment Folder In an Existing Document
On the document edit screen, scroll down to the Attachment section and click on the link to "Create doc [ID number] attachment folder", where "[ID number]" is the specific ID number of the document in question.
You will be asked to confirm that you would like to create a new attachment folder. Click OK to proceed.
The new attachment folder will open in a pop-up, and you are now ready to upload images and other attachments into your KB document.
Uploading Files Into Your Attachment Folder
Open the document you wish to upload attachments to, scroll down to the Attachments section and click "Open doc [ID number] attachment folder", where "[ID number]" is the specific ID number of the document in question.
- Click Upload to save the images/files to the KB document being edited. Click the X button on the uppermost right side of the pop up window to exit the Browse screen.
Uploaded files will appear under the Attachment section on the draft edit screen as soon as you finish uploading them—if not, click the Save change button to refresh the document editor screen.
To insert the uploaded file(s) in the document Body, place your cursor where you would like the image or file link to appear, then click Place image.
A pop up box will appear that will give you the opportunity to provide a text alternative to succinctly communicate the purpose of the image for those using screen readers.
Attachment Folder Management
Create a Subfolder
You may create a sub-folder(s) within the Document attachment folder, should you want to organize your attachments by kind, version, etc. Simply click on the link, Open doc XXXXXX attachment folder link. A pop up window will appear with Choose and Upload buttons. Below that, you will see a Folder name: text box. Enter the folder name of your choice there and click on the Create Folder button. The image below shows that the folder, "Wind_Turbine_Images" is about to be created in our Test KB document, number 30009.
- Multiple sub-folder levels are allowed in attachment folder and there is no limit to the number of levels.
- A sub-folder name character limit exists so the file path can remain efficient.
- As you navigate through the sub-folder structure within the document attachment folder, the updated path will be displayed so you can accurately point to each file location.
- When viewing the entire attachment folder from the document edit screen, all the sub-folders are shown, but the word "Folder" will be appropriately indented to indicate on which level it exists. In the image below from our Test KB, the Document Attachment folder in Document 30009 has a sub-folder called "File_Attachment Folder". There are three images in that sub-folder circled in red. Clicking on the arrow next to the sub- folder name shows/hides the contents of that folder.
Attachment Folder Table Info
Once the Attachment folder is populated, you are presented with a table of helpful information:
- No.- designates the number of the attachments in the table.
- Icon- indicates the type of file extension.
- Name/View- gives you the name of the file, clicking on this link allows you to view the file.
- Size/Kind- indicates the size of file.
- Download- clicking on this link allows you to download this document to your browser.
- Rename- clicking on this link allows you to rename your file ***please manually add the file extension.
The image below, the rename link was clicked presenting a field in which to enter the new name. Please enter the file extension first, enter the new name of the attachment and click on the rename button. The red arrow points at the field where the file extension *.png has been entered.
- Move- you may move this image into your KB's Shared Documents folder and/or your KB's logo folder.
- Delete- Check the checkbox to indicate the file(s) you wish to delete. Click on the Delete Selected button at the bottom of the table to delete your file.
- Modified (GMT)- indicates the time and date stamp your file was uploaded in Greenwich Meridian Time (GMT).
- In docs- Clicking on the Show link displays document ID numbers in which this image appears. Should the image not be placed in a document, you will see N/A.
Delete Images/ Attachments
To delete images or files in the this folder, simply click in the check box in the Delete column and then click on the Delete selected button. Or you may click on the the Select all button if you wish to delete all the images and files and then click on the Delete selected button.
Zip Images/ Attachments in the KB Admin Tools
To make a zip file of all or selected images/files, select the images and/or files you wish to zip by either clicking on the check boxes in the Delete column or click on the Select all button. Then click on the Zip selected for downloading button. The image below shows a PNG file,"esses". In order to zip this file, the check box next to the Delete box is checked (see red x). Then click the Zip selected for downloading button (see red box).
A pop up message will appear saying, "A .zip file will be created for you to download. /Click on the OK button to continue.
Once you have clicked on the OK button in the pop up message, a zip file with the file/files you selected will appear in the document attachment folder. The image below shows the document attachment folder for 52053 from our test KB site. The zip file link is circled in red. You may place this *.zip link in either Plain text or have open in a New Window (NewWin).
The *.zip file's naming standard is, the word
Download, plus the date/time/second stamp (
When you place the zipped link in the Body of your document the link will read:
To update the link text, switch into the HTML editor and look for the string:
<a href="/images/group41/36720/Download20150825182430.zip" title="Download20150825182430.zip">Download20150825182430.zip</a>
Update the instructional text as needed:
<a href="/images/group41/36720/Download20150825182430.zip" title="Download20150825182430.zip">Please download this file prior to the presentation.</a>
- Note: See [Link for document 5544 is unavailable at this time] for more information about embedding attachments in documents.