NOTE: The title of this article was changed from Upload & Download Files to Create a Library Entry to more accurately represent its purpose and content. The "This article..." section provides a summary of the contents.

Library Entries in your communities

Library Entries are a great way for your community users to share various types of community-related collateral right in the community. As more Library Entries are created, your Libraries become an increasingly vital part of your community.

Before you create a Library Entry, make sure that you understand the different Entry Types.

Understand Entry Types

When you create a Library Entry (an "Entry"), you have to select one of the following Entry Types on the create dialog.

The Entry Types dictate what the Entry can contain (e.g., files, a link, an embedded video), so it is important that the Entry's author chooses the appropriate Type. The Entry Types are detailed in dedicated sections that can be easily accessed via the linked titles in the bulleted list below.

• Copyright Licenses Files
• Hyperlink
• Standard File Upload
• Webinar
• YouTube Video

Entry Type notes

When you create a Library Entry, you can select which type it is based on what you plan to include in the Entry. For example, you can create:

• a Hyperlink type that simply hosts a link to a website.
• an Entry that links to a video on YouTube by using the YouTube Video type.

Note, however, that you can select only one Entry Type per Entry that you create.

• For example, you cannot create an Entry in which you upload a file (e.g., a picture of the new CEO) and include a link to a related website (e.g., a recording of the new CEO's "introduce-myself" message); you must create separate Entries if you want to share multiple types of collateral with the community.

TIP: In this case, consider how you title your Entries; it could be beneficial to use similar titles that reinforce the connection of these two Entries, such as New CEO Intro [IMG] and New CEO Intro [URL].

NOTE: The exception to this is the Webinar type with which you can: include the webinar's details and upload supporting files.

Create a Library Entry

This section describes how to create a Library Entry. It describes the "first part" of the creation process: the required and optional fields on the Add to a Library page that have to be completed. This is identical for all Library Entries.

NOTE: The Library Entry creation process has a "second part" in which you configure the various properties of your selected Entry Type. This part differs for the various Entry Types, and can have one to three subsequent configuration pages with required and/or optional fields.

Library Entry notes

Below are a few things of note regarding Library Entries.

• Super Admins can create Library Entries in any Library in any community in their site.
• You must belong to a community in order to be able create Library Entries in it.
• Two of the Entry Types accommodate file uploads; the types of files that can be uploaded are listed in Supported File Types & Sizes.
• The two "file-upload" Entry Types can be configured with one or more files and of different file types.

The "bulk-upload" option

In addition to manually creating a single Library Entry to host files (as described in this article), you can leverage the "bulk-upload" option to upload multiple files at one time while simultaneously creating individual Library Entries for each uploaded file.

Additionally, this feature has an "auto-generate" option with which you can instruct AI functionality to create titles and/or descriptions for the new Entries that result from the upload.

See Bulk Upload with AI Generation to learn about the feature and for a walk-though of the process.

NOTE: If the Library Bulk Upload with AI feature is enabled, the Create Entry button that is shown in this article automatically updates to a dropdown to include the "bulk-upload" option.

To create a Library Entry:

1. On the Library tab of a community, click the Create Entry button.

2. Specify the details of your Entry in the fields as described in the table below.

3. After you've completed the fields, click Next.

The steps that follow from this point depend on the Entry Type that you've selected. The Entry Types and their configuration steps are detailed in the sections that follow. Click a link in the Jump to... menu on the right side of this page to jump to information on the Entry Type that you've selected.

Thumbnail notes

• The recommended size for .JPG files is at least 1200px x 600px; non-JPG image files will be converted to JPG.
• If your Library Entry is not assigned a custom thumbnail or if a custom thumbnail is removed, the default thumbnail of the specified file type displays.
• Media type files (e.g., images and videos) automatically generate a custom thumbnail from the uploaded file.
• The .PPT and .PDF file types also automatically generate a custom thumbnail from the uploaded file. Thumbnails are not generated for .PDF files that are larger than 100MB.

Copyright Licenses Files and Standard File Upload Entry Types

Use these two Entry Types to upload files to your Library Entry. These Types are very similar.

The difference is that the Copyright Licenses Files type of Library Entries require an additional step (the Select Your License page) in which you must either:

• indicate that a license is not required... or
• select Creative Commons License and set your Commercial and Modifications preferences...

...for the files you're uploading.

To learn about Creative Commons, see https://creativecommons.org/licenses/by/4.0/.

To upload files to a Library Entry:

1. Click the Choose and Upload button to open the file-chooser dialog where you can select one or more files of varying types by:

• clicking one of the third-party options on the left (the menu expands on hover),
• dragging-and-dropping files that are stored on your device, and/or
• manually navigating to files on your device or network.

2. When you've selected all the files that you want to upload, click Upload.
3. On the Upload Your Files page, verify your file selections and:
   • Copyright Licenses Files: click Next.
   • Standard File Upload: click Next (proceed to step 5) or click Finish (to bypass the file-descriptions option).
4. [Copyright Licenses Files only] On the Select Your License page, accept the default (No License) or choose Creative Commons License and set your Commercial and Modifications preferences. Then click Next or click Finish to bypass the file-descriptions option.
5. On the Describe Your Files page, you can manage the files you've uploaded as described below; click Finish.

Return to the Library Entries page and confirm that your new Entry displays.

Describe your files

On the Describe Your Files page, you can:

• specify a title for an uploaded file (to replace the file name that displays by default),
• provide a description to explain the purpose of the file, and
• drag and drop files to set their display order on the Library Entry page.

Standard File Upload example video

Copyright Licenses Files example video

Hyperlink Entry Type

Use this Entry Type to add a hyperlink to your Library Entry. The hyperlink can be to:

• an internal page (e.g., a page on your community site) or
• an external page (e.g., your organization's website).

To add a hyperlink to a Library Entry:

1. In the Link URL field, specify (or paste) the URL that you want to include in your Library Entry.
2. Optionally, in the Link text field, specify (or paste) text to display instead of the URL; leave blank to display the URL.
3. Click Finish.

Return to the Library Entries page and confirm that your new Entry displays.

Hyperlink example video

Webinar Entry Type

Use this Entry Type to embed a link to a webinar video in your Library Entry. The webinar link can be to a third-party webinar-hosting platform, such as Adobe Connect.

NOTE: This Entry Type is unique in that it is the only Type that allows you to feature two Entry Types in a Library Entry: the webinar details and an uploaded file.

• Embedded webinars can only display completed, recorded webinars; you cannot use this to host live webinar streaming.
• Currently, .WMV files are not supported for playback in webinars.

To embed a link to a webinar in a Library Entry:

1. In the Link to Webinar field, specify the URL of the webinar.
2. In the Running Time field, specify the running time of the webinar in the required format (MM:SS minutes).
3. Optionally, use the text fields to specify the names of the webinar's presenters and the URLs of their profiles.
4. Optionally, specify the URL of the related survey.
5. Click Next to categorize your webinar.
6. On the Categorize Your Webinar page, you can add one or more tags to this Entry, and then click:
   • Next to upload supporting files on the Upload Your Files page (proceed to step 7) or
   • Finish to bypass the file-upload option.
7. On the Upload Your Files page, click the Choose and Upload button to open the file-chooser dialog and select one or more files as described above in Copyright Licenses Files and Standard File Upload.
8. When you've selected all the files that you want to upload, click Finish.

Return to the Library Entries page and confirm that your new Entry displays.

Webinar example video

YouTube Video Entry Type

Use this Entry Type to add a link to a YouTube video to your Library Entry. The link displays as an embedded player on the Library Entries page.

To embed a YouTube video in a Library Entry:

1. Retrieve the URL of the YouTube video that you want to host.
2. On the Add a YouTube Video page, paste the link into the YouTube link field.
3. Click Finish.

Return to the Library Entries page and confirm that your new Entry displays.

YouTube Video example video

Access Library Entries and their files

You can access and view Library Entries and their files in various places across a community site, depending on the site's configuration. And, wherever you can view an Entry, you can download any of its files.

The most common place to browse Library Entries and download their files is on the Library page (/communities/community-home/librarydocuments) of a community that you belong to (or are an Admin in). This page displays all of the Entries in that community that have been created by members of the community.

You can access the page from several places:

• click Libraries in a community's listing on the All Communities page (shown below) and the My Communities page:

• click the Library tab in the community navigation bar anywhere in the community:

The main site Library Entries page

Your community site might have a Library Entries page (if one has been set up by an Admin) in addition to any community-specific Library pages. You can access this page from a dropdown-menu option in the site's navigation bar.

• In the image below, the dropdown menu is under Browse (the default) and the option is Library Entries (the default); these values are customizable and might have different names in your site.

This page:

• is accessible to all members of all communities of the site; it is not limited to select members, as are the community-based Library pages.
• has the same features and options as a community Library page.
• URL is /browse/communitylibraries.

Other places to access Library Entries

In addition to Libraries themselves, you may be able to view and download files in:

• your site's Home page and
• the Home pages of communities that you belong to.

NOTE: The options that are available depend on your site configuration.

For example, the Community Home page in the image below has the default widget configuration and the Latest Shared Files widget includes two of the latest Library Entries.

You can click More > at the bottom of the widget to navigate to the community's Library.

NOTE: A similar feed of the latest files, from across your organization, likely display on your site's Home page.

Related articles

To learn more about what you can do with Library Entries, see:

• Libraries Overview (particularly, the Library Entries page walkthrough and Customize the Library Entries list sections)
• Library Views & Filters
• Manage Library Entries

The various reports that are available for you to review metrics for Library-related activities (e.g., names of contributors, counts of the Entry Types and File Types, and access histories) in your communities are listed in:

• Library Reports