Documents typically include PDF and XLS files, which are allowed to be stored inside the Media Library as individually uploaded files.
When a document is uploaded into the Media Library, it is then assigned a media library identification number (media ID) and that helps the platform identify and serve that document wherever needed.
For example, you may want to create a Listing Page:
Learn about Listing Pages of Docs
Manage documents with ease by uploading directly through the media library for best results.
Did you know ServiceNow offers Accessibility Resources and Document Remediation Training?
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Everyone who writes things on this website has a special title. These titles give them certain abilities, like who can edit, review and publish what. You can ask for a different title or take one away from someone using the user manager.
Navigate to the Media Library
Navigate to the Media Library through two main methods.
Option #1: Hover over Content in the top left corner, then over Media, and select Media library.
Option #2: Click on Content in the top left corner, then, on the next page, select the Media tab.
Create a new Media Library item
You may create multiple types of "Media" to be stored in the Media Library.
These are most usually:
- Images (such as JPGs)
- Documents such as PDFs and XLS files
- Remote Video (such as a direct link to a YouTube or Vimeo video)
- Google Calendar Embed (to embed a publicly-accessible Google Calendar of events)
Create your media item by uploading it (or choosing the link and placing it), into the new media item at Content | Media | Add media
Overwrite an individual media item
Media items may be overwritten. From a media management perspective, please attempt to have only ONE version of any media item. Each individual piece of media has a "media ID number", and that number stays attached to that media piece everywhere throughout the site.
EXAMPLE: Headshots (JPG or PNG)
If there is a "Jane Nguyen Headshot 2022" and it's time to replace all instances of the headshot, with an updated version, you may edit sitewide by editing the Media Library item directly.
"Remove" the headshot and "upload" the new headshot, into that media library item.
Then, all pieces of content that reference that original headshot image, will be updated with the new headshot.
EXAMPLE: Document file (PDF)
If there is a "Harvest Proclamation Report " and and you've made some typo fixes so you now have an updated version, you may edit sitewide by editing the Media Library item directly.
"Remove" the existing PDF and "upload" the new PDF, into that media library item.
Then, all pieces of content that reference that original PDF, will be updated with the new PDF.
EXAMPLE: Remote Video (YouTube)
If there is a "Committee Meeting Video " and and you've made some video fixes to the YouTube version and you now have an updated version, you may edit sitewide by editing the Media Library item directly.
"Remove" the existing YouTube link and "input" the update YouTube link, into that media library item.
Then, all pieces of content that reference that original YouTube video, will be updated with the new YouTube video.
Editing, Publishing, Scheduling Content
Authors will have the ability to edit content based on different privileges.
Here is a table that demonstrates what each author type or content managers can do:
| Writer | Editor | Publisher | Agency Manager | |
|---|---|---|---|---|
| Create this content | X | X | X | X |
| Edit own content | X | X | X | X |
| Edit anyone's content | X | X | X | |
| Publish this content | X | X | ||
| Unpublish this content | X | X | ||
| Delete own content | ||||
| Delete anyone's content | ||||
| Schedule this content | X | X |