The Media Library stores all images and files that appear anywhere on the and myPortal websites. Media, in this context, is defined as images (often .jpg, .png or .gif) or files (often .pdf) that are stored in the media library.

Trying to find out what size image you need? See our Image Sizes guide.

Moderators have access to certain Media Library Categories, depending on their department.

Find your categories

Looking for the "Actions" gear icon

  1. Open the Media Library ("Content > Media library").
    1. Public website ( Click the pluses (+) next to each one in the following path "Categorised > EVMS Public > Departments"; most, but not all, departments have access to one of the subcategories of "Categorised > EVMS Public > Departments". Look for the "Actions" gear icon The Actions icon is blue with a white gear icon and a dropdown arrow. It appears in the Media Library to the right of categories that your group can access. next to a Category. Your group can access this Category.
    2. myPortal: Click the pluses (+) next to each one in the following path "Categorised > EVMS: Private Media Restricted > All Portal"; most, but not all, departments have access to one of the subcategories of "Categorised > EVMS: Private Media Restricted > All Portal". Website users must log in to myPortal to access media under "EVMS: Private Media Restricted". Look for the "Actions" gear icon  next to a Category. Your group can access this Category.

If you cannot find a Category you can access, try the subcategories of the categories listed above. If you cannot access any of these categories, submit a ticket, and the Web Technologies team can look up your group's media library access in TerminalFour.

Using an existing piece of media

To find what Categories you can access, go to one of your department's webpages and locate the URL for a piece of media. You can do this by clicking on a link to a PDF or right-clicking (or command-clicking on Mac) on an image, copying the image address and pasting it into a new tab/window.

Look at the URL of the piece of media to determine where it is located in the media library. As an example, we'll use this file: Each slash after "/media/" represents the Categories path you'll take to find the existing file. The file name comes after the final slash – in this case, "EVMS_Locations__March_2016_tmh.pdf".

Some pieces of media are reused by multiple departments so this does not guarantee you will have access to this Category.

Replacing a media library item

  1. Open TerminalFour and go to "Content > Media library."
  2. Look at the URL of the file you are replacing to determine where it is located in the media library. As an example, we'll use this file: Each slash after "/media/" represents the folder path you'll take to find the existing file. The file name comes after the final slash – in this case, "EVMS_Locations__March_2016_tmh.pdf," where underscores are spaces.
  3. Under "Categorised," click the "+" next to the categories in this order to find where the existing document is located: "Categorised > Departments > Medical Group." Click on "Medical Group."
  4. Use the "Filter" on the right to find the file name you're looking for, and click on that file name.
  5. In the Media details next to "Preview" in the piece of content, you will see the following:
    • First line: The TerminalFour name
    • Second line: The file name (and file size)
    • Third line: The path in the media library
  6. Copy the file name in the second line and and rename the new file on your computer before you upload.
  7. Once you've confirmed that the file names are exactly the same, drag and drop the new file in the "Media File" box on the page.
  8. Click "Save changes" on the bottom right. Note: These changes are not immediate; they should appear within 90 minutes of saving changes.


If your media item is a document, you must ensure your document meets accessible document requirements. Open the document in Adobe Acrobat Pro and use the Accessibility "Full Check" function to confirm that it is accessible. If it is not accessible, follow the steps in our accessibility guidelines for Creating Accessible PDFs.

File names

To prevent a broken link, the new file must have the exact same file name as the previous file. If anything is different between the file names, the link to the previous file will break.

File names for documents in TerminalFour must not include the following special characters:

" # % { } | \ ^ ~ [ ] `

These characters have a special meaning in URLs; if you use them in a file name uploaded to TerminalFour, these can break the link, causing a "File Not Found" broken link.

Adding a media library item

  1. Locate the media library categories you can access using the Find your categories instructions.
  2. Once you have navigated to a category you can access, select "Add media." This green, rectangular button with a plus sign in it says
  3. Add the media in Media Details by filling in the following categories:
    • Media file: Drag and drop the file from your machine or click the button to select it from your machine. Make sure your file name follows the conventions mentioned under Replacing a media library item.
    • Media type: You do not need to change this before uploading; this will autoselect when you upload your media file.
    • Name: Name the media item. This will help you recognize the piece of content in TerminalFour. The name of the piece of content will not show up on the website.
    • Description: This is required. This description appears on the website as alternative text and can be read by assistive technology. If the media item is an image, the description must briefly describe the image visually and explain its context. If the media item is a document, the description must summarize the purpose of the document in context.
    • Syntax highlighting language: Leave this as is.
    • Media language dependence: Leave this as is (Fully independent).
    • Keywords: You can fill these out to help other TerminalFour users find your media item and to boost its search engine optimization.
  4. When you are done filling these fields out, select "Save changes."

The media details page includes fields to drag and drop a file or click to upload, a name field and a description (for alt text). Users can also add keywords, but these are mostly used within TerminalFour to find media with certain keywords on it.

Insert a media library item

Text editor

To insert a media library item using the Text Editor, select "Insert from Media," the second button from the right with the mountain icon.

An icon of a mountain and a sun indicates the

Once you select this button, a lightbox will pop open within your window. On the left under "Media Categories," follow the path for the media to find the piece of media.


To add an image, select it from the media library using "Insert from media," then select the first variant (indicated by "Type: Original.")

You can change the image properties by double-clicking on the image to "Set media attributes." These attributes include:

  • Width: An image's width
  • Height: An image's height
  • Maintain aspect ratio: Check this box if you are changing the height or width to ensure the image does not become distorted
  • Border: Do not change
  • Padding: Web Technologies will sometimes use this to add white space between an image and text
  • Margin: Do not change
  • Float: Web Technologies will sometimes use this to make an image align with the right or left side of a page


Before adding any document to the media library or the website, confirm that it meets accessibility guidelines.

To add a document, select it from the media library using "Insert from media."

You can change the document's link text by double-clicking the text to "Set media attributes," and type in what you want the link to say.

Not sure what to put for your link text? Our Accessible Links guidelines give suggestions for how to create meaningful links.

Other content types

Some other content types, including General Content, Refresh Slide, Icons and Specializations, include the option to add an image using a button called "Select Media." The select media button is rectangular and blue with white text that says

Images using select media must be properly sized before being uploaded for a content type that includes the "Select Media" button.