Add Links to Documents and Other Multimedia

Unlike adding photos to news stories, to add links to documents and other multimedia you must first upload the files somewhere on the web so that you can provide a link to them.  The easiest way to do this is to use the Groups tool for documents and the Media Libraryfor audio and video.


To link to documents, you'll have to first upload the document to the Groups tool.  If you do not currently have administrative access to an appropriate group, please contact Mark Albis.

  1. Access the groups tools at
  2. Open the group for the organization you are adding news for.
  3. Click the "Files" link at the top of the page.
    1. If you do not see the "Files" link, you will have to enable the files functionality by checking off "Files" on the Security page under "Configure Features."
  4. Click the "Upload File" button at the top left of the page (folder with arrow icon).
  5. Click the "Choose File" button, and select the document you'd like to associate with the news item from your desktop or connected drive.
  6. Click "Upload"
  7. From the file list, right-click the file you just uploaded and select "Copy link address."
  8. See the "Add a Link to a News Item" instructions below.

Audio or Video

Audio and video should be uploaded to the Media Library before linking to them in a news item.

  1. Visit the Media Library and log in with your NetID (
  2. Click "Upload Media"
  3. Give the audio or video file a Title, then click "Update"
  4. Click the "Add Files" button, and select the file from your computer.
  5. Click "Start upload."
  6. After the file uploads, you will return to the setup page.
    1. It generally takes a few minutes to process the video.  You can click the "Update" button to check on the progress.  Once the "Status" reads "postprocessed" and you see an "Embed Filename" appear, the video is ready for use.
  7. Copy the entire code (including the ".mp4") you see next to "Embed Filename"
  8. See the "Add a Link to a News Item" instructions below.

Add a Link to a News Item
  1. From the "Edit Details" page of an individual news item, scroll down to the "Links, Documents, and Multimedia" heading.
  2. Click "+ Add a Link..."
  3. Select the "Link Type" from the dropdown.
    1. Selecting the wrong link type can cause videos and files to appear improperly.
  4. Type in a "Label" for the link.  This is the text that users will click to access the content you're linking to.
  5. Paste the URL for the multimedia you copied using the instructions above.  If you are copying a YouTube video, you can just copy and paste the "Share" link from YouTube into this field.
    1. Note that thumbnails for YouTube videos cannot be displayed.  If you would like to have the thumbnail display you must use the Media Library method for uploading video described above.
  6. Click "Update" to add the link to the news item.