Using the File Library


Every image, document, video and audio file that is uploaded onto your Intranet is stored in the file library. Your role and permissions will determine how many of those files you can view and access.

For the majority of users with publishing powers, you can only view the files you have uploaded and the files uploaded to the sections you’re in.

For webmasters as well as global publishers and section managers, you can view and manage every file ever uploaded.

Media library displayed with My files tab selected and filter options available


Relevant roles

  • Webmaster
  • Section manager
  • Publisher
  • Editor 
  • Author


Files in Administration

As part of the set up, webmasters can choose which file extensions they will allow users to upload for the four supported file types.

1. Go to ‘Administration’ from the workbar

2. Find heading ‘global settings’ and the sub-heading ‘security’

3. Select ‘File types’

4. Check the boxes in each category for the files users can upload

5. Select ‘Save’

List of file types which can be chosen to be allowed to be uploaded by selecting a checkbox


File library when creating an item

Publishers need to add images, attachments and other files such as audio and video to enhance the content they’re creating.

There are two ways to do this in Invotra.

More obviously, publishers will see ‘Add image’ and ‘Add attachment’ when they are going through the steps of creating an item and app post.

1. Select ‘Create’, ‘Item’ and the item you are going to create

2. Add title, summary, body, relationship, etc.

3. Select ‘UPLOAD FILE ’ and choose the file or media from your local drive

Upload file link

4. Or drag and drop your file, which must be less than 40 MB as instructed

Add file options to upload file or drop file


Adding an image that is not in the file library:

1. The name of your file will automatically populate, override this to make it search friendly

2. In describe your image, write for users of assistive technology to improve their experience of your content

3. Add title text if you want a label to appear when a user hovers over your image

4. Select ‘Continue’

Image upload with fields to add name, description and title text


Adding an image from the file library:

1. Select ‘Add image’

2. In the tabs at the top of the file library, select ‘Files’

3. If you uploaded the image previously, select ‘My files’

4. Search by name, file type, or use sorts and ordering

5. Select the file you want and it will highlight orange

6. Select ‘Continue’

FIle upload screen showing my files previously uploaded and image selected

These same steps can be followed for attachments, which will default to document file types.

When you are in the file library you can search within the four file types using the appropriate field.

Files added in the ‘Image’ and ‘Attachment’ areas when you are creating an item will appear in the image and attachment widgets.

To add an image within the body of your content, you must do so using the ‘Add file’ icon in the WYSIWYG editor.


Adding a file with the WYSIWYG editor

1. Locate and select the ‘Add file’ icon 

Wysiwyg editor file icon for item description

2. In the file library select the tab you need from Upload, Files, My files and One Drive 

3. Select file you want and then ‘Continue’ 

4. Your file will be added into your  body copy where your cursor was when you selected ‘Add file’ in the WYSIWYG editor

5. How it appears will depend on the file type

6. To alter an image , right click and edit the image’s size, border, hyperlink, etc.

7. To edit a document or audio file, use heading style, colouring, etc. to make the file stand out for the user