Documents

What is a Document?

The Document media type is used sparingly to upload and manage PDF files that meet our accessibility standards. These documents are stored in the Media Library, making them easy to reuse across your site.

PDF Accessibility Requirements

When uploading PDF documents, editors must ensure they do not contain PHI, PII, or restricted information. Additionally, all PDF must be remediated to meet the WCAG 2.0 Guidelines (Web Content Accessibility Guidelines).

We recommend avoiding PDFs when possible, as they are not searchable and can hinder site visibility in search engines. Instead, consider creating a webpage and adding it to your site structure to avoid the need for PDF remediation. Non-compliance can result in violations of UCLA policies and federal law, potentially leading to legal liability.

If you still want to upload a documents, please refer to the UCLA Disabilities and Computing Office for remediation.

Alternatives to PDF Documents

  • Create pages or articles to present content directly on the website.
  • Use Qualtrics for forms and surveys.
  • Use Box for file sharing:
    • Upload your files to a Box folder.
    • Set the folder’s access to everyone within UCLA.
    • Link to the Box folder from your webpage (ideal for non-PDF documents).
  • If these alternatives don’t meet your document needs”
    • Upload documents to ULEAD, a cloud-based, secured platform
    • Contact your BRM

If none of these options meet your needs, please complete a Support Request Form, and we’ll be happy to discuss alternative solutions with you.

Additional Resources

How to Add a Document

Upload the PDF

  1. Go to Content > Media > Add Media, then select Document.
  2. Upload your document, add a name, and complete the required fields.
  3. Click Save.

Link to the file on a page

  1. Go to the Administration panel and click the Content button
  2. Select the Media tab. This is where all media files are stored and managed
  3. Locate the file using the search option
  4. Click on the file name link
  5. Right click on the file name and select the Copy link address option
  6. Return to the page where the link is needed. Highlight the text where the file will be linked
  7. Click the link icon and insert
  8. (Optional): Turn your link into a button by navigating to Styles > Text Styles > Button
  9. Click Save.  
  10. Publish the changes and confirm the link works