KB File Uploading Test and Concerns

As an experiment, we added the ability to add attachments to KB articles. We’re not sure we’ll keep it because of the concerns below. Please weigh in with your opinion.

Testing to see how the file uploads that were recently added to the Knowledgebase can and should be used.


  • I don’t see an attachments when creating an article.
  • Can we make it show up “inline?” Yes, it appears we can.
  • Can we add multiple attachments? Yes, we can, though not during the edit. Here’s a much larger screenshot.
  • What happens when you upload a file with the same name? Does it overwrite it?


  • Since this site is open to the world, we can’t claim Fair Use, so nothing should be uploaded unless the copyright is owned by the creator or the Regents of U.C. How do we ensure that?
  • What file types should we allow?
  • What file size limits should we have?
  • File storage could be a problem. This feature turns the KB into something besides a simple text database.
  • No virus checks on the uploaded files.
  • Main interest was in adding tutorials with screenshots but that requires at least three steps:
    1. create the article, but since you can’t attach a file on creation,
    2. go back and edit it, to add the file, then
    3. edit it again to create the “in-line” link with the attached file URL. Is this too complicated?
  • Is this the right place long screen-shot filled tutorials? They could be placed on Moodle in a public site instead.
  • What use cases besides tutorials make this feature necessary?

What do you think?

Please add your comments here.

Annelie’s comments.

  • I think the benefits of being able to include screen shots and helpful images outweigh concerns about Fair Use and file types/sizes UNTIL we have evidence of a problem. The KB is important, but not a critical system. As long as evidence of a problem doesn’t bring down any other systems on which the KB is relying, I think we advantage the benefits over the concerns.
  • Ditto for file storage becoming a problem. Let’s just watch and see.
  • The way to add screenshots is a bit cumbersome; it would be great to be able to simplify it. But, since it’s mostly IT support personnel who are wanting to add screenshots, it’s not too cumbersome to be doable.
  • The KB should be the one-stop shop for tech help on campus. If we can’t put articles with screenshots in the UCLA KB, then I think we move all of the KB to wherever the articles with screenshots can reside, and make that the definitive. Once we start forking location of article types, people have to stop and think about where to look. Thus ends the utility of the KB.
  • Other use cases for being able to add images: Adding maps or location images for giving directions, pix of printers or connection ports to explain WHERE to connect something, etc.
  • I think it would be great if the UCLA KB could become “the definitive” kb for the campus, or at least the defnitive tech helpdesk KB. Being able to add screenshots is crucial to that happening.
  • What are the long-term plans for the KB? Maybe it should be integrated into the campus portal (MyUCLA) to signify its definitiveness? Just a thought (SSC is doing a great job with it so far!)

Elaine’s Comments:

  • I have written 14 articles on the KB, two of which use screen shots. I have found this feature invaluable, because when you need it, you really do need it. I try to be very judicious in adding images and only do so when I think the information (if miscommunicated) could result in major problems. I use the images to emphasize only crucial information that might be missed in a long text document. I would like the ability to remove the screenshots I do not use because I tend to make many refinements to the images. I don’t like the idea that I am taking up space by re-uploading images until I get them the way I want.
  • As to Annelie’s points regarding whether to continue using the kb, I agree that we should. I think if the kb were to ‘go away’ this would be a shame. It is very hard to find important technical information that is UCLA-specific in a timely manner and the kb is a great resource in that area. I also like the fact that you can ask questions. If people started using Moodle sites for this, I think the end result would be a less comprehensive repository for information (from a cross-campus perspective). In Moodle, people have to be added to a course before they can post and it’s a much more confusing process overall. The KB is a straight-forward and fast way to do things.