Best Practices

Publishing Mediums

Identify which medium is best suited for publishing your content:

• Internet: is your content for external audiences? the internet is a public network and can be accessed by anyone with an internet connection.

• Intranet: is your content for internal audiences only? The intranet is a private network used within the university to facilitate internal communication, collaboration, and the sharing of information. Access to the intranet is restricted to TU Dublin staff only. Files uploaded to the intranet media library should only be published on the intranet.

• SharePoint: Microsoft 365 SharePoint can also be used for internal publishing. SharePoint allows you to sync and store your files in the cloud so anyone can securely work with you. SharePoint is suitable for creating intranet sites, document management, and organisation-wide collaboration. We recommend using SharePoint when there is a need to manage large volumes of documents, create collaborative sites, or share information across the university. You can access SharePoint through Microsoft 365.

• Canto: Canto is a digital asset management system used to store TU Dublin images and video assets. Assets can be shared with internal and external audiences by selecting the files and creating a Share Link.

File Sizes

CMS media library upload limits:

• Images (.jpg and .png): 2MB
• Documents (.pdf and Word): 5MB

See guidelines on image sizing.

Filenames

All files uploaded to the media library should have unique filenames. If there are two images or documents named photo.jpg in the same folder, then either one could be shown on the website, as the website won't know which one to show. This is particularly an issue with news article images, as the wrong news's image may be displayed.

The most common cause of this is when files are uploaded using default or generic filenames e.g. Untitled-1.jpg etc. When uploading an image to the media library, please try to ensure the filename is as unique as possible before you upload it to T4. The filename will form the last part of the URL for the image or document eg. /media/website/site-assets/images/tu-dublin-logo.svg

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