If you have any technical questions, please use the form below to contact the support team. You can also email support here

If you have any questions about the use of an asset or how to credit and caption Media Gallery Material correctly, please contact [email protected]

 

 

2/ How do I log in?

To login, click on the LOGIN button at the top of the homepage. 

DFAT Staff can log in using the Staff SSO log in button which will open the DFAT Gateway and accept DFAT credentials. Access to the Public Library content does not require a log in.

 

3/ How do I search and select files?

You can browse for assets using the filter options on the left of the collections page, or use the search bar at the top of the page. 

To select an item click on the tick icon located at the bottom right of the item thumbnail. You can then access the menu buttons located at the bottom left of the screen. A shortcut is to hold down the SHIFT or CTRL key whilst clicking to select multiple files.

 

4/ I only want to search for a photo, an audio or video, what is the best way to do this?

From the Library page, select the ‘Photos’ tab and search in the top bar. Then you can filter the list by the left side menu. 

From the Library page, select the ‘Audio-Video’ tab for video and audio and search in the top bar. Then you can filter the list by the left side menu.

 

5/ How do I download a file?

Media Library material can be downloaded by selecting a thumbnail, or multiple thumbnails with the tick icon at the bottom corner of each thumbnail image. Clicking the Download button at the bottom of the page will begin the download.

 

6/ Can I use the Library material? What are the Copyright restrictions?

With the exception of the Commonwealth Coat of Arms and where otherwise noted, all material presented on this website is provided under a Creative Commons Attribution 4.0 International licence. Content from this website should be attributed as Department of Foreign Affairs and Trade website

More information can be found here -DFAT copyright terms.

 

7/ What does it mean when I see an item with an exclamation symbol (!) in the top left of the thumbnail?

This symbolises that the file has usage restrictions.

 

8/ How do I know if an item has a restrictions on how it can be used?

It is important to read any associated comments that are recorded in the ‘Notes’ field for an asset. The ‘Notes’ field will appear under ‘Item Details’ when previewing an item if the asset has any notable restrictions.

 

9/ How do I caption and credit files appropriately?

Captions provide a description of the file's subject. Each file should have an appropriate caption listed as the ‘Title’ and ‘Description’ fields. A credit is an acknowledgement of the owner of the material. Each asset has this listed as the ‘Credit’ field. For example:

 

10/ What is an album and how can I create one?

An Album is a selection of curated assets that you can then keep or share with other users.

You can create an Album from the Library page. Select the items you want to add to the album by clicking on the Tick icon which is located in the bottom right corner of an item. A pop up menu will appear at the bottom of the page > click on the ‘Add to Album’ button. To make a new Album, add a title for your Album and click on the plus (+) symbol > click on the ‘Add’ button. To add selected items to an existing Album, type the title into the field and select the Album from the dropdown list > click the ‘Add’ button.

To review your Albums, click on the Albums link located at the top of the header banner.

 

11/ How do I share assets and albums?

Assets can be shared with other users by first adding them to an album. Sharing options are then available from the album page. See the Guides for more details:

Share an Album with Staff Members - Link Here

Embed an Album on a Website or as a Link - Link Here

Share an Album with Media (Advanced Access) - Link Here

 

12/ What is the Pin icon for?

A Pin is a selection tool to create a private collection of favourite assets. You can Pin an Asset by clicking the Pin icon in the bottom left corner of the asset thumbnail from the Library page. To access your collection of pinned assets, click on the Pin link in top navigation pane.

 

 

1A/ Upload: How do I upload files?

When logged in, click past the home page to any page on the multimedia.dfat.gov.au site. In the top right of the screen you will see the 'Upload' Button. Drag and drop files or Browse to add your files to the upload.
Fill in all the yellow caption data fields and as many of the others that are relevant. The yellow fields are mandatory and must to be filled in. Any captions you fill in will be applied to all of the assets in the upload. Specific captions for individual images can be filled in via the 'My Uploads' Library after the upload.

Watch the video guide to Upload then Caption files here - Link Here

 

2A/ Caption: How do I caption/keyword files?

Search or navigate to the images that require captioning. Files that you have uploaded to the system will initially be available in the MY UPLOADS library. Clicking on an image thumbnail will open the file preview page and the EDIT METADATA button will be visible on the top-right of the image if you have permission to edit captions.
Fill in all the yellow caption data fields and as many of the others that are relevant. Some Metadata fields will present a dropdown list for ease of use. Just click the preferred option. The yellow fields are mandatory and must to be filled in. Then click the SAVE METADATA button.

 

3A/ Approval: How do I approve files for release?

This function is only available to System Administrators. Search or navigate to the images that require approval. Files that require approval are found in the 'ASSETS FOR APPROVAL' or 'MINISTERIAL APPROVAL" library.
To select a file, click on the tick icon located at the bottom right of the item thumbnail. You can then access the SEND FOR APPROVAL menu buttons located at the bottom left of the screen. A shortcut is to hold down the SHIFT or CTRL key whilst clicking to select multiple files.

Watch the video guide to Approve files here - Link Here

 

4A/ Homepage Admin: How do I add Content to the Homepage?

This function is only available to System Administrators.

The content boxes on the homepage are drawn from an Album.
Public users see content from the Album:
Staff users see content from the Album:

Content boxs are drawn in multiples of three so the Album must contain a multiple of three images. Images are sized to either 600x600 or 1200x600 depending on their position. Their content hyperlinks must be added to the meatadata.

Latest Features are story albums that appear on the homepage for both Public and Staff users. Public and Staff see the same Latest Features.
To add a story to Latest Features either create a new Album or open an existing Album. The Share button is located to the top-right of the page. Share the Album with the Group called Public.
To remove a story from Latest Features, access the Share Album button and remove the Public Group.