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Media library

Media library ​

In the media library, you can centrally manage files and media that can be used within Campus Events. These include images, documents, YouTube videos, HTML snippets and font files. Files can be stored and accessed for the following areas: event images, information and downloads, certificates in the event form, certificate master data, certificate background, and certificate programmes. For each media item, you can specify whether it is published and for which users or clients it is available.

The overview displays all available media in tabular form. A preview of image files is shown directly in the overview. This allows you to quickly identify the desired media. The context determines the subject area in which media items are to be displayed. The ‘Uncategorised’ entry allows you to access media items to which no context has yet been assigned.

Note: Deleting a media item may affect content that uses that item. You should therefore check before deleting whether the media item is still being used elsewhere.

Media

When creating a new media item, you must first select the desired media provider or media type. The available form fields depend on the selected media type. Depending on the media provider, different file formats are supported. A maximum file size or minimum width may also be required:

YouTube: Adds a video hosted externally on YouTube.

Image: Uploads an image file to the media library.

File: Uploads a document or other file.

HTML snippet: Stores reusable HTML content.

Fonts: Uploads a font file that can be used, for example, in documents or emails.

Media settings

Name: Sets the name or label displayed for the media item. The name serves as the display name and – depending on the intended use and the record type – may also be visible to end users.

Published: Specifies whether the media item is available for use within the system.

  • Published = Yes: The media is available for use
  • published = no: The media item remains stored but can no longer be used.

Description: Additional information about the media item can be entered in the description

Examples:

  • Intended use
  • Instructions for use
  • Internal documentation

Note: New media files are ‘published’ by default and are therefore visible on the front end.

Source/Author: Contains details of the file’s origin or the author of the content.

Examples:

  • Photographer
  • Agency
  • Image database
  • Copyright notice

Replace file: Replaces the existing file with a newly selected file. The metadata and the media’s assignment are retained. The permitted file extensions and the maximum file size are displayed below the upload field.

Note: If media are uploaded directly via the media library, they are placed in the ‘Uncategorised’ context, as in this case they do not have a specific context, such as ‘Events’ (if they were uploaded directly via the event form when creating an event)

Access

You can use the access settings to specify which users and clients can view the media file. Unlike other areas in Campus Events, the Media Library also allows you to make the media file visible only to its owner or creator.

Preview

In the edit view, a preview and technical file information are displayed in the right-hand pane, depending on the media type. This allows you to quickly check whether the correct media file has been saved.

Size: Displays the file size and, for images, the image dimensions as well.

Content type: Displays the technical MIME type of the file, for example application/pdf.

The following user groups have access to the media library: Events > Events Editor and Events > Events Hero and Super Hero.

Overview of media providers ​

Images

When creating an image, additional image-specific details are available.

Alternative text: Describes the image content for people who cannot see the image. The alternative text supports accessible use and is displayed or read aloud if the image cannot be shown.

File: Uploads the desired image file. The image formats specified in the form are supported, for example JPG, JPEG, PNG and GIF.

The maximum file size is 10 MB. This can be configured under Configuration > Settings > Media Library [BA SuperAdmin only]. In addition, the minimum width specified in the form must be adhered to.

Preview: The uploaded image is displayedin the preview. Technical information such as the image dimensions and file size can also be displayed. This allows you to check the file before using it further.

Files

The ‘File’ media type allows documents and other files to be stored in the media library.

File: Uploads the desired file.

The file formats specified in the form are supported, for example:

  • Text and document files
  • PDF files
  • Spreadsheets
  • Presentations
  • Archive files
  • Vector and font files

The maximum file size is 10 MB. This can be configured in the Configuration > Settings > Media Library section [BA SuperAdmin only].

HTML snippets

HTML snippets contain reusable HTML code that can be embedded in designated areas of the system.

Name: Specifies the name of the HTML snippet.

HTML snippet: Contains the HTML code provided by the snippet.

As HTML code can affect the appearance and functionality of a page, HTML snippets should only be created by authorised and technically experienced users.

Fonts

The ‘Fonts’ media type allows you to store your own font files in Campus Events. These can be used, for example, in documents or emails.

File: Uploads the desired font file.

The following formats are supported:

TTF: Used for creating documents, such as participant lists.

WOFF2: Required for embedding the font in emails.

The maximum file size is 10 MB. This can be configured under Configuration > Settings > Media Library [BA SuperAdmin only].

Once a font has been uploaded, additional settings become available.

Font name: Specifies the name of the font family. All related font files within a font family must use the same font name.

Font width: Specifies the weight of the font, for example “400” for a normal font weight.

Style: Defines the font style, for example, normal or italic. Different variants of a font family can be distinguished from one another by the combination of font name, font weight and style.