Media Library

The Yale Web team has migrated from using the Tools MediaLibrary System to using an enterprise system that runs through the News and People Profile system (profile.yale.edu). Our office has created a robust tool that will allow you to upload videos directly to the system, similar to the functionality of the legacy tool, but also link directly to externally hosted videos. The Media Library also contains new integration with other profile system features, opening up many possibilities and further flexibility for Yale School of Medicine’s users.

While the Media Library Tool was released publicly in December of 2018, the tool is still undergoing some development. If you choose to use the Media Library, please be patient as you are using a Beta version of the tool. Any bugs can be reported to ysm.editor@yale.edu.

Accessing the Media Library Tool:

  • To access the new calendar tool, log into the News and People Profile System (profile.yale.edu)
  • Log in using your NetID and Password
  • In the profile system, Navigate to the "Media Library" item in the top navigation
    • To View Media Already Uploaded to the Media Library, click the “Media List” menu item in the left Navigation, and use the filters to search.
    • To Upload New Media to the Media Library, click the "Add Media" menu item in the left Navigation.
  • If you are uploading a raw video file, select “Internal Media”
  • If you are uploading a video that is hosted elsewhere for which you have an embed or share URL, select “External Media”

Adding Media

External Media

  1. For an External Media, in the "Upload media file or link to Vimeo/Youtube resources?" section, select "External Media"
  2. In the "Select External Media" field, enter the valid Vimeo/YouTube URL to the video in the field.
    • Once you have added the URL make sure to click the blue “Validate” button to the right of the field to ensure the system is able to process the link.
    • If the system cannot process the link, please check the URL and ensure that it is in the correct format, using the help text located below the “Select External Media” field for reference.
  3. In the "General Media Information" field, input the appropriate ownership and copyright information for the video.
    1. In the "Title" field, enter the title of the video.
    2. In "Description" field, enter the description of the video content.
    3. In the "Credits" field, input the appropriate ownership and copyright information for the video.
    4. To determine whether or not the video should be allowed for reuse by any user in the Media Library system, use the “Re-Use” dropdown menu and select the appropriate option.
      • If your video may be used by others in the system, select the “Anyone may use this media” option.
      • If your video is for your use only, select the “None, only I may use” option.
  4. In the “Related Information” section, select any appropriate data tags:
    • Use the “People” tag to add data pertaining to the individuals at Yale who appear in the video.
    • Use the “Organizations” tag to add data pertaining to the relevant organizations.
    • Use either the “Keywords (Kyruus)” or “Keywords (Mesh)” tags to add relevant keywords pertaining to the video content.
  5. Please note that the Related Information Keywords are currently in development. Integration with profiles and organizations has not yet been built and is slated for future development.While these fields are optional, we do recommend that you input the information now in lieu of the future development, rather than having to revisit old videos in the system.

Once you have inputted this information, click the "Save" button at the bottom of the page.

Internal Media

  1. For Internal Media, in the "Upload media file or link to Vimeo/Youtube resources?" section, select "Internal Media"
  2. In the "Upload Media" field, drag and drop the raw video file (or click in the field to browse) to begin the upload and encoding process
    • Be aware that the encoding process can be lengthy. Anticipate an encoding rate of approximately 30 seconds for every 1 minute of video (for example, if your video is 5 minutes long, you can expect an encoding time of approximately 2 minutes and 30 seconds).
  3. In "Media Thumbnail" section, drag and drop the thumbnail image file (or click in the field to browse for it on your machine). Once your video has encoded, an option will appear to “Select from Generated Thumbnails,” which will allow you to select from system selected video thumbnails.
  4. In the "General Media Information" field, input the appropriate ownership and copyright information for the video.
    1. In the "Title" field, enter the title of the video.
    2. In "Description" field, enter the description of the video content.
    3. In the "Credits" field, input the appropriate ownership and copyright information for the video.
    4. To determine whether or not the video should be allowed for reuse by any user in the Media Library system, use the “Re-Use” dropdown menu and select the appropriate option.
      • If your video may be used by others in the system, select the “Anyone may use this media” option.
      • If your video is for your use only, select the “None, only I may use” option.
  5. In the “Related Information” section, select any appropriate data tags:
    • Use the “People” tag to add data pertaining to the individuals at Yale who appear in the video.
    • Use the “Organizations” tag to add data pertaining to the relevant organizations.
    • Use either the “Keywords (Kyruus)” or “Keywords (Mesh)” tags to add relevant keywords pertaining to the video content.
  6. Please note that the Related Information Keywords are currently in development. Integration with profiles and organizations has not yet been built and is slated for future development.While these fields are optional, we do recommend that you input the information now in lieu of the future development, rather than having to revisit old videos in the system.
  7. Once the video has uploaded, the “Transcripts” section will appear at the bottom of the page. All videos on YSM websites must now provide either captioning or a video transcript.
    • To use and edit the system generated transcript for the video, review and edit the text in the box below “Edit Transcript Text.”“I have reviewed this transcript,” and use the checkbox on the right side to approve the transcript for public access.
    • If you already have a .VTT file for the video, you can upload it and use it instead of the system generated transcript. To do this, drag and drop the VTT file (or click in the field to browse for it on your machine) in the box below the system generated transcript.

Once you have inputted this information, click the "Save" button at the bottom of the page.

Using Media in News and Calendar

Use the media browser pane to select media to add to your article

News:

If you would like to add uploaded media to a News article, navigate to the news article to which you would like the video added.

  1. In the News article, navigate to the "Add Content" section
  2. In either the "Hero" OR "Galleries" sections, select the option to "Add Media to Gallery"
  3. Use the subsequent "Media Items" selector window to add the media to the article
    1. In the "Media Type" dropdown, select "Media Library"
    2. Use the blue "Select Media to search for and select the media you want to add and click the green "Add" button in the lower left corner.
    3. When the media appears in the right-hand side of the pane, click the "Add to article" button (see screenshot)
    4. Repeat the process again if there are more media items you would like to add to either of these sections
  4. When you are done selecting media, click the "Close" button in the lower right-hand corner to return to the main article.

Calendar:

If you would like to add uploaded media to a Calendar event, navigate to the event to which you would like the video added.

  1. In the Calendar event, navigate to the "Event Content" section
  2. In the "Media Library" section, select the option to "Add Media to Gallery"
  3. Use the subsequent "Media Items" selector window to add the media to the article
    1. In the "Media Type" dropdown, select "Media Library"
    2. Use the blue "Select Media to search for and select the media you want to add and click the green "Add" button in the lower left corner.
    3. When the media appears in the right-hand side of the pane, click the "Add to article" button (see screenshot)
    4. Repeat the process again if there are more media items you would like to add to either of this section
  4. When you are done selecting media, click the "Close" button in the lower right-hand corner to return to the main event content.

Using Media in SDL

The Media Library ID can be found under the title of the media item in the profile system media search

In order to add a piece of multimedia content, you need to retrieve the Media ID (see screenshot)

  1. In Tridion, create a new "Media Library" schema component
    • Add the ID you retrieved from the Media Library search to the "Media Library ID" field
    • Indicate the type of media in the type field, video or audio
  2. Save and Close the Media Library component
  3. Browse to the page you want to add the video to in the Root folder, open the page
    • In the Component presentations tab, add the Media Library schema component you just created with the template "Video Player main column"
  4. Save and close the page, then publish it.