Media - Complete Guide

Media files allow you to record qualitative evidence about the work you deliver. This is not limited to photos and videos you can also upload word documents, excel files etc. onto the system using this feature.

Adding Media
Adding Media from other areas of your account
Restricting access to media items
Media Library (Show Media)
Attendee Media Consent
Written Reports & Media
Editing Media
Deleting Media
Media File Types
Key Terms

Adding Media

To Add Media go to Evidence > Add Media

You will be presented with the following screen:

Once you have chosen a file(s) to upload the following box will appear:

This title is generated from the saved name of the document. Please edit the title to make it as specific and relevant as possible.

You can upload multiple files totalling 500 MB in one go.

Please click here for the types of files that can be uploaded to Upshot as Media.

Once you have chosen your files it is key to select Media Associations where relevant. This will help when filtering through your media library, but also when downloading project or individual attendee reports.

Adding Media from other areas in your account

You can also add media directly from the Personal Details tab of an attendee’s profile.

Search for an individual using the search bar in the top right hand corner.

Under Recent Media you have the option to Add media for this attendee.

This page will also show you any media already associated with this attendee.

Media associated with an attendee will also be presented on an attendee’s timeline.

All media uploaded to the system will be stored in your Media Library.

Media can also be uploaded from Activities, Sessions, Registers, and Indicators.

Restricting access to Media items

When adding or editing a Media item on the system, users will have the option to restrict access to this item, as shown in the optional Step 4 above.

To restrict access simply select the names of the users that do need to access the media item. All users not selected will not have access to this item. If no-one is selected the media item will not be restricted and accessible to all.

Make sure to include yourself if needed when restricting access to a item, otherwise after the item has been uploaded you will lose access to the media item.

All users that are given restricted access to a media item can update who else has restricted access to that item. System Admins can also perform this function even if they are not in the restricted access set. More about this here.

The presence of one of the below symbols will indicate if the media items have been restricted:

Restricted media items a user does not have access to the will not be available to view or download. These users would only be able to view the ‘Title’ of that media file.

More about restricting and the information available on these files in the Media Library can be found here.

Media Library (Show Media)

To access your media library go to Evidence > Show Media.

On the right-hand side of the page, under Search by you have a selection of options to help filter down the amount of files shown.

These are linked to the associations you made when adding media. The more associations you have made the quicker you can filter down the media presented to find the correct file.

Attendee Media Consent

When adding an Attendee to the system the Upshot permission fields asks whether an individual -

‘Has consented for us to use photos or other media of them’

If this tick box is left blank (i.e. the attendee has not given consent) the following occurs when you look to upload media and associate it with the attendee:

• When you type in the attendee’s name to associate the media file with, if they have not given consent ‘( Sharing prohibited)’ will appear next to their name. You can still associate the individual with the media file and complete your upload.

• When uploaded the file will appear like so in your media library. A red exclamation mark appears rather than the Share button. This means that sharing is prohibited on this media file.

• The permission fields can be updated on an attendee’s profile at any time.

• The absence of media consent for an attendee is also highlighted next to their name when on a register.

Note: If you cannot see the permissions field on an Attendee's profile, please check your 'Data Display Options' under Admin, to ensure these fields are displayed.

Written Reports & Media

When downloading a written report on an individual or a project any media files associated will be shown in the downloaded Microsoft Word document like so:

You can click on the URL link to Download the related media file(s) and then copy the picture into a project report or case study.

Editing Media

Users can choose to Edit uploaded media files. To do this go to Evidence > Show Media

Find the relevant file and click on Edit.

Note: Project Managers, Session Registrar and Project Directors will only be able to 'Edit' media files that they have originally uploaded. System Admins will be able to 'Edit' all media files.

From here there is the option to replace the file, change the title, or edit and add to the existing media file associations.

If a file has been edited, then the note icon highlighted above will also detail who the file was last 'Edited by' and the 'Date' as well as other data such as who the file was originally 'Uploaded by' and any other associations.

Users can also choose to Edit media files from any area of the system they access the file. See the below example if accessing from the Attendee's profile page.

Note: Users can send a request to support@upshot.org.uk for a 'Media Associations Export' for all files within their Media Library. This can help to highlight files that need editing, as having the correct associations in place can be users find the correct evidence more efficiently later.

Deleting Media

Users can also delete media files if needed.

Users can do this by choosing to Edit the file they have uploaded and then clicking DELETE THIS ITEM.

To edit a file go to Evidence > Show Media

Find the relevant file and click on Edit.

Note: Project Managers, Session Registrar and Project Directors will only be able to 'Edit' media files that they have originally uploaded. System Admins will be able to 'Edit' all media files.

On the right-hand side under Manage media library item you will have the option to DELETE THIS ITEM.

Note: Clicking this will immediately delete this item.

Media File Types