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KB User's Guide - Documents Tab - Adding Images and Other Files to Your Documents

This document describes the various ways that you can add images and other supplemental files to your KB documents.

Overview

In the KB, we refer to the files you add to your document as "attachments". All KB documents can have an associated attachment folder that is used to store these files. This is most commonly used for images (e.g. .JPG, .PNG, .GIF, etc.) that you embed in your document, but it can also be used to store other files (e.g. .PDF, .PPT, .DOC, etc.) that you may want to link for users to download.

There are multiple ways that you can add files to your KB document attachment folder. Please note that regardless of the method used, the following upper limits are always true:

  • 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.
  • The following characters are not allowed in file names and will be automatically removed upon upload: % ' + \\ / # .. ! & ,
  • Files with the following extensions cannot be uploaded: .php, .pl, .py, .cgi, .php3, .php4, .jsp, .shtml, .sh

Please keep in mind that files like PDFs, Word Docs, and PowerPoint presentations need to meet campus accessibility standards to ensure that they can be accessed by all of your users. Please see the guide to making accessible documents and the document accessibility toolkit for resources on ensuring your attachments are accessible prior to uploading them to the KB.

Recommended method for adding images

The easiest way to add images to your document is to drag or copy the image from a location on your computer (like your desktop, another folder, or a file like a Word document) right into the document body.

This will both place the image into the document, as well as automatically create your document's attachments folder. You may also use this method to add multiple images at once.

Demonstration of a cupcake image being dragged into the document edit window

Upon dropping or pasting the image, you will be prompted to provide an alternative text description of the image.

The first time you manually save or submit the document, your image will be saved to the document attachment folder with its original file name. This method works for the following image types:

  • .jpg or .jpeg
  • .png
  • .gif (non-animated)
  • .webp (non-animated)

For all other file types, please use the directions below.

Exceptions

  • This method has a lower individual file size limit of 6MB. For larger files, please upload your image directly to the attachment folder.
  • Firefox only supports copy/paste for one image at a time. Multiple images can still be added in Firefox via drag-and-drop.

Working directly with the document attachment folder

Creating a document attachment folder...

...In a brand new document

  1. If you are creating a new document and have not saved it yet, the Attachments 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.

    Screenshot of a checkbox next to the text "Create new doc attachment folder".

  2. The next time the document edit screen loads or refreshes after saving, the Attachments section of the edit screen will display a link that says "Upload or manage attachments."

    After saving a document the option to Upload or Manage Attachments appears

    You are now ready to upload images and other attachments into your KB document.

...In an existing document

  1. On the document edit screen, scroll down to the Attachments section and click on the link to "Upload or manage attachments."

    After saving a document the option to Upload or Manage Attachments appears

  2. The attachments 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

  1. Open the document you wish to upload attachments to, scroll down to the Attachments section and click "Upload or manage attachments."

  2. You have several options to add items to your attachments folder.
    • You can drag and drop files into the uploader area, and they will automatically be added to your document attachment folder.
    • Click the Browse for file(s) button to do a traditional upload process of clicking on a file and uploading it to the attachment folder.

      The attachment upload window allows for you to drag and drop into a dashed area, or click the browse for files button

  3. Uploaded files will appear under the Attachments section on the edit screen as soon as you finish uploading them.

Inserting files from your attachment folder

For images:

  1. Place your cursor where you would like the image or file link to appear, then click the Place image link next to the image in the attachment folder.

  2. You will be prompted to provide an alternative text description for the image. When you are done, click OK.

  3. Your image will appear in its original size where you cursor was placed. Clicking it in the body editor will reveal resize handles. You can access further editing controls by right-clicking the image and selecting the Image... option in the context menu.

For other files:

  1. Place your cursor where you would like the image or file link to appear, then click the Place file link link next to the item in the attachment folder.

  2. A link to the file will appear where your cursor was placed, with the filename being used as the link display text. You can then edit this text directly, or by right-clicking the link and selecting the Link... option in the context menu.

Shared attachments

Your KB site may have resources such as images, banners and logos stored in a shared attachments folder. Unlike a document-specific attachment folder, the shared attachment folder is easily accessible to all documents. The shared attachment folder functions just like a document attachment folder.

The contents of your shared attachments folder can be accessed without authentication. The folder path for this folder will look something like /images/group###/shared/, where "group###" corresponds to your KB group space ID number, e.g. /images/group123/shared/.



Opening the shared attachment folder


    

  • 

    If you are not currently editing a document, you can find the Shared Attachments folder linked at the bottom of the secondary navigation on the Documents tab. This allows you to upload and manage attachments outside of the editor.
    

    • 

  • 

    When you are editing a document, you will find a link to Open shared attachment folder under the "Attachments" section of the edit screen.
    

    • 



In both of the above cases, this link will open the Shared Attachment Folder pop up window. For more information on managing the contents of your shared attachments folder, please see KB User's Guide - Documents Tab - Managing Attachments.


shared attachment folder URL path also displaying images in the folder ready to embed into a document


Adding shared attachments to your documents


Under the "Attachments" section of the document edit screen, click on the toggle to Show shared attachments. This will expand the folder contents, which will be displayed just like your document attachment folder contents.


Follow the same steps described in the Inserting files from your attachment folder section above.






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