TebasCMS User Guides

This section of the Knowledge Base is dedicated to help with using the system and is a must-read for anyone working with TebasCMS. Getting started with the system can seem daunting, but this handy manual can help get you populating and making the most of your TebasCMS installation as soon as possible.

Due to the extensive customisation possibilities of TebasCMS, only common installation settings will be covered. If you are interested in knowing more about customisation options, see the Standard Plugin Guides in this section and the System Administration Section.

Accounts & Access

Login image

Like all web services, TebasCMS has user accounts to allow access to the system. The following list details the possible account actions:

  • Login - The login is found at the root address of your ResourceSpace installation. Logins keep the system secure and give you access to your previously saved resource collections, shared projects, and any research work you may have requested from the team. Keep your account information safe.

  • Password Reminder - If you can't remember your password, you can ask for a reminder to be sent by email from the login screen. You will be instructed to enter your email address.

  • Registration Request - If you haven't been registered and don't have a user name and password, you can request one from the login screen. Your Service Administrators can then confirm and create your account.

  • Changing Your Password - After logging into TebasCMS, click on your name in the account navigation menu and follow the instructions to change your password.

  • Logout - When you have finished using the system, don't forget to logout (in the main menu). This will ensure your account stays protected.

Language Options

TebasCMS has built a large international community with a wide range of supported languages. Your installation should be configured with the local language but the user has the option to change the language to suit them. TebasCMS can detect and suggest the default language from your browser on your first visit to help get you started.

Changing Selected Language

You can change your visible language from a drop down option:

  • On the login screen

  • In the footer - click on the current language to display the list of options.

Changing this option will change the language across the site for your user account. TebasCMS makes use of cookies to track this information so that your preferences can be persisted.

Language selector


Uploading files in TebasCMS is incredibly easy but it is at this uploading stage that you will be ensuring that your Resources get found and used. It is key that you put as much relevant metadata into the resource fields as possible in order to make your resources useful and easy to find. See Common Mistakes to make sure you are doing it right.

Carga directa

  1. Navigate To Upload

  2. Uploads will be accessed differently depending on your user rights and configuration, if you don't have one of the below options it is highly likely that you are unable to upload to TebasCMS. Check with your administrator if you are unable to access Upload via one of the below methods.

    1. If you have an "Upload" link in the top navigation bar - you just need to click on this to start uploading

    2. If You have a "My Contributions" en la barra de navegación superior - Haga clic en "Mis Contribuciones", then click "Upload Resources" to get to the upload page.

    My Contributions

    This will then take you to the Metadata entry page.

  3. Add Metadata to Uploads

  4. Before you upload any files you will supply metadata to describe these resources. You may find that you have to upload resources in small batches or as individuals in order to get the right level of detail. Filling in as many of these fields as possible will help make your resources more valuable.

    Before inserting any Metadata, ensure you select the correct resource type for what you plan to upload. There are Resource Type Specific fields available which won't display unless you select the correct resource type from the drop down box at the top of the upload form.

    You may get further information on a field in order to help you fill it in:

    1. Required * - The * denotes a required field.

    2. Help Text - Clicking on the entry field might open a hint box which can give you some quick information on the field

    The Upload Options section gives you a couple of system specific data. This may not appear depending on your configuration but is important to ensure that your upload works as you are expecting.

    1. Choose whether to use Exiftool when importing your assets, this is a third part tool which is explained Here.

    2. You may need to select a Status and Access permission for your resource. See Resource Status & Access for more information.

    1. Uploading Files

    2. Having given your resources some metadata and clicked "Next" you will be taken to the upload page. TebasCMS primarily uses a web based upload agent to manage the upload process but there are also a number of Alternative Upload Methods. The eeb upload agent is easy to use:

      1. drag your files onto the upload list from your folders or browse for them using the "Add Files Button"

      2. When you have selected your relevant resource, click "Start Upload".

      3. Wait whilst the upload occurs. You can see a counter and a progress bar against each resource as it is uploaded.

      4. When they are all complete, the upload list will be empty.TebasCMS may also be configured to do something once the upload has completed to help you use those resource.


Exiftool is a useful third party tool which allows data embedded within an image to be automatically uploaded into its resource metadata. The fields that this is applied to are configured by an administrator and can be any metadata stored within a file. Some popular uses of this functionality include importing the title and abstract from an asset or storing information about the camera or camera operator who created the asset.

The important thing to remember about using the ExifTool is:

Exiftool extracted data will overwrite data set in the upload form by Default

So ensure you consider this option when uploading.

Common Mistakes

  • Uploading Too Many Resources at a Time - This often results in metadata being vague or generalised, which isn't helpful when searching as it will mean searching general terms which too many resources have and being unable to be more specific.

  • Forgetting to clear the Upload Form - This meands that data from the last upload will begin to crop up. If you are uploading similar resources it is useful to reuse data you have filled in and add further information but ensure that all the upload form data matches the resources you are uploading.

  • Not Using the Correct Resource Types - Uploading to the wrong resource type can cause havoc as there are resource type specific fields that might be required by the system which will then be blank and will muddy your system, making searching more difficult and resources to be harder to hide.

  • Exiftool Option Not Considered - If you haven't considered the Exiftool option, you may find that information from the form has been overwritten. If data is appearing that you didn't enter into the form on upload, you may be allowing Exiftool to run during upload.

  • Intending to Add Metadata After Upload - Although the intention is still there, in most cases, attempting to fill out metadata once resources have been uploaded will result in either a complete lack of metadata or missing metadata which will make your resources harder to find and less useful to other users on the system.

Alternative Upload Methods

FTP Server

This method will require access to an FTP server where your assets are stored

  1. Fill in Metadata information

  2. Fill in the FTP Server Connection details

  3. Click Next

  4. Select the files you wish to upload

  5. Click Upload

FTP Upload

Local (Server) Upload Folder

This will upload files from the same location as the TebasCMS installation from a folder configured by the system administrator.

  1. Fill in Metadata information

  2. Select Files from the folder to upload to TebasCMS

  3. Click Upload

carga local

Pending Review/Submission

Some users will have restricted permissions to use TebasCMS and upload assets to the library, if this is the case, your resources won't appear in TebasCMS automatically. Instead, an administrator will receive a notification email to let them know that you have uploaded resources and your resources will sit waiting in the Pending Review / Submission state until they are released.

If your resources don't go straight into active state, you can still access them by going to "My Contributions" in the top navigation bar and selecting "View My Contributions" for the respective state you wish to view. The Active state option is also an easy way of tracking your own submissions within the system without having to keep collections of everything you upload.

revisión contenido


Simple Search

simple search

Quick and Simple Access to your Resources

The Simple Search panel appears to the right of every screen giving access to the TebasCMS search engine. The panel has a text field for quick, free text searching across the whole library along with other search options, such as resource type and date.

The resources in TebasCMS have been comprehensively categorised and the search engine is optimised to search through ALL indexed fields attached to each resource. You can type one word or many words to find resources. The search engine will then match ALL your words to the library and return the results that include ALL the words you've typed.

For example 'Africa water' will return only resources that contain both these words.

For example, searching for 'water' may find over 6000 resources but if you search for 'water' and select - Type: 'Video' - Date: '2005' you may find around 20 resources.

If TebasCMS is unable to find any resources, it will suggest another word to help you. Every single resource has a unique ID. If you know a particular resource ID you can go straight to it by typing that ID in the text box and clicking search.

Advanced Search

The Advanced search provides you access to all of your fields so that you can refine your search. It is normally a much larger form like the upload form so it is harder to work with.

The advanced search offers you access to defined-list metadata field content and will prompt you with suggestions. This can be of great help if you aren't sure of the spelling of the word you are searching or if you just want to know if there are any with a particular data sort available.

As you enter search criteria into the advanced search fields, you will notice that the view button at the bottom will indicate how many matching searches. This can be helpful to see how the options that you have selected are changing the numbers of results.

Advanced Search
Themes & Public Collections

Themes are intended to be a way of advertising selections of resources to users and public collections are usually just for collecting things together such as project photos. Although not strictly intended for searching, they can really help get you started looking for content by directing you to keywords or ideas that are particularly good within the system. Having viewed these you can then start searching by special searches such as contri butor or using the advanced search to find further resources.

Public Collections and Themes are both available from the homepage as one of the panels or in the top navigation bar. If you can't see either, you may have had the options turned off by an administrator.

Coleciones Especiales y Públicas
Common Search Mistakes
  1. Search Refining

  2. Searching in TebasCMS is very powerful and breaking your search down can quickly lead you to the resource you want. Metadata field searching is fastest way to find relevant resources. You should search by one field at a time and slowly break it down for example:

    1. Search "elephant" - Asian and African elephant images are found

    2. Search "elephant Africa" - African Elephant images are found

    3. Search "elephant Africa Kenya" - Elephants images from a Kenyan reserve are now displaying

    Although a simple concept, refining your searches will ensure that you are able to find the right resources in your system that you need.

    Common Search Mistakes
  3. Too many Themes or Public Collections

  4. Themes and Public collections can be great ways to get started when searching and to see what's being promoted but this often causes a bottle neck effect where users are requesting more public collections and themes to search through for resources rather than searching independently and thus a large number of users are repeatedly using the same material. This can then be a dire situation for a marketing team if they are using too much of the same advertising imagery and not keeping it fresh.

    Administrators should keep public collections and themes updated and refreshed regularly to provide good showcasing and Users need to start looking at the metadata from those promoted resources. Who contributed them? When? Where are they from? These are showcase resources and will likely be linked to others of good quality.

    Most Importantly: Users should get searching!

  5. Not Clearing Previous Search

  6. A very common error is that the search isn't properly cleared and searches become skewed by a metadata match that you were not expecting. In the worst case this will return no resources which can be very misleading.

    Make use of the "Clear" buttons on the Simple Search and Advanced Search

  7. Resource Type

  8. Searching for the correct Resource Type is important and also helpful. If you are looking for a document about Ducks, it is best to use the "Document" Resource Type to search along with the keyword "Duck" to avoid getting lots of images and videos of ducks in your results too.

  9. Incorrect Syntax

  10. Searching is not case sensitive within TebasCMS but combinations can be, particularly when using the Special Search Terms.. Make sure you check your search syntax carefully.

Working With Resources

Resource Tools

Plugins can add additional resource tools to the list below, see Standard Plugin Guides for more information.

Resource tools are essentially just options and controls for each resource. Depending on your permission level and relationship with the resource you might see different selections of controls which allow you to do different things. The view here is what you would see if you have full access to the resource and system functionality.

Herramientas Recurso

What do they do?

  • Download

  • This allows you to download the file. Depending on your system configuration there will be a number of different download options to provide different sizes and formats for your resources.

  • View

  • View a preview of the image in full screen. This could appear as either a lightbox which opens on the current page or a new page which allows you to just view the image on its own.

  • Add to Collection

  • Adds the resource to your current collection (Open in the collection bar)

  • Share

  • Allows sharing of the resource with other users. See Sharing Resources for more information.

  • Edit

  • Takes you to the resource editing page which provides resource modification and manipulation options. See Ver Editing Resources for more information.

  • Download Metadata

  • This allows you to just download the metadata for this file. Normally this will be output as a text file with colon separated key value pairs.

  • Delete

  • Removes this resource. If this is a permanent delete it will ask for you to input your password to confirm deletion. If it is only temporary it can allow you to delete it and then it goes into a filtering stage which an administrator can then check. if you accidentally delete a file, contact your admin to ask them to restore it.

  • Manage Alternative Files

  • TebasCMS is able to store multiple versions of a file as alternatives. Different sized videos or images or even special preview videos or advertising images can be stored as alternatives to give users more flexibility when working with resources. Use this option to manage those alternative files. See Alternative Files for more information.

  • Log

  • TebasCMS keeps a log of activity done to resources. You can review the log to see who has made changes to a resource and also what changes have been made.

  • Transform

  • This is a tool provided by the commonly used Transform Plugin which comes as a standard plugin with TebasCMS.

Alternative Files

Resources are intended to be a single entity but sometimes you just need a variation and all the resource data is the same. This when you need to use Alternative Files. Not to be confused with Related Resources. Rather than using related resources which are identical or even collections, this method allows users to search for something and easily access multiple variations from a single point. An example might be when you have a licensed image in your installation which requires special treatment. You can attach the necessary license to that resource and keep it all together.Los recursos están destinados a ser una sola entidad, pero a veces, un recurso, sólo tiene una variación y todos los demas datos son el mismo. Es cuando tiene que utilizar archivos alternativos. No debe confundirse con Recursos relacionados. En lugar de utilizar los recursos relacionados que son idénticos o incluso colecciones, este método permite a los usuarios buscar algo y fácilmente acceder a múltiples variaciones del mismo. Un ejemplo podría ser cuando se tiene una imagen con licencia en su instalación, que requiere un tratamiento especial. Puede adjuntar la licencia necesaria a ese recurso y mantenerlo todo junto.

It is important that you add information to the alternative files as it helps describe the file to people viewing the resource and they may not know to look at it.

Alternative Files
How To Add An Alternative File
  1. Browse to the Resource you wish to add the Alternative File(s) to,

  2. Click "Manage Alternative Files" under Resource Tools,

  3. Under "Add Alternative File" enter a Name for your alternative file and click Create.

  4. Enter Information for your Alternative File and click Save.

Edit Alternative
How To Add Alternative Files (Batch)
  1. Browse to the Resource you wish to add the Alternative File(s) to,

  2. Click "Manage Alternative Files" under Resource Tools,

  3. Click Batch Upload Alternative Files

  4. Upload Alternative
  5. Like the main upload page, select the files you wish to upload by clicking "add files" and "start upload" when you are ready.

  6. Browse back to the manage alternative files using the navigation at the top.

  7. For each file you have uploaded, click edit on the row and specify information.

Editing Resources

Metadata should ideally be uploaded initially with the asset but updating information and adding further keywords after upload are important to keep your resources well described for better searching within TebasCMS.

When editing a resource you can modify a number of different things from the edit page:

  1. Replace Resource File

  2. Alternative Files

  3. Preview Image

  4. Metadata

  5. Access & Status

  6. Related Resources

Edit Resource
Editing Multiple Resources

As well as just editing one resource, you can also edit multiple resources at once. This allows you to easily modify resources in an efficient manner within TebasCMS. To do this you simply need to add resources to a Collection and then click "Edit All" against that collection. This will present you with a page like the below which requires you to select fields you wish to change and then set a value for all resources you have selected.

Edit Multiple
Editing Resource Previews

Resource Previews are an important aspect of TebasCMS as you need to be able to show each resource off as best as possible so that users can see what the resource is and therefore know if it fits their requirements. Missing Previews are the first thing that should be remedied after upload. Sometimes with large videos or multimedia, it can take a while for previews to be generated so be patient for them to appear.

Editing Preview

You have several options to edit a resource's preview which can all be reached through the edit page for a resource. They are as follows:

  1. Upload a Preview Image Only - If you want to use a different preview image to that shown, you can upload one to replace the existing preview.

  2. Rotation - If your original image was at the wrong angle i.e Landscape instead of Portrait or vice versa, you can turn the preview so that it will display correctly. This won't change the angle of the original files however so if you wish to do this, use the Transform Plugin or download and reupload the original image after you have rotated it externally.

  3. Image Brightness - If your preview has come out too dark or too light as a result of the jpg formatting, you can adjust the brightness of the preview tyo make it clearer. This will not affect the original image.

  4. Recreation - If after a suitable period previews haven't been generated for your uploads, you can trigger them to be re-generated

Resource Status & Access

Resource Status and Access are only available if you have the necessary permissions to set them.

Resource Status and access control how other users within TebasCMS can interact with resources. The status field controls whether the resource can be found via metadata searching. The Access file controls who can make changes and download resources.


Determinado Estado "sólo están disponibles para algunos usuarios dentro TebasCMS o sólo son capaces de acceder a ellos de cierta manera. Hay 5 estadosCertain Status' are only available to some users within TebasCMS or are only able to access them in certain ways. There are 5 status' used within TebasCMS:

  1. Pending Submission

  2. Pending Review

  3. Active

  4. Waiting to be Archived

  5. Archived

States 1 & 2 are pending entry to the TebasCMS useable resource list. A resource in this state cannot be found by users other than the contributor and they can only access them through "My Contributions".

State 3 or "Active" state resources are availble on the system to be used. They have been cleared by an administrator or trusted contributor and in a normal use case, active resources can be found by all users in the system by a normal metadata search.

State 4 "Pending Archive" is for resources that have either been used too much or too little or are no longer relevant and therefore need to be removed from TebasCMS. A resource can then be reviewed from this state to decide whether it should be archived or returned to active.

State 5 "Archived" is intended as a sort of graveyard for Resources. Users of the system won't be able to use these resources any longer but rather than them being deleted, you put them into archived state so they can be retrieved if needed. This is particularly useful if for instance you have resources that have been used extensively for a marketing campaign but you no longer wish to use them as they have been so over-used. If you put them into the archive state, you can remove them from circulation to prevent excessive use. After a suitable time, return them to the active status, allowing your great resource to be used again.


There are four access modes that can be set on resources, these are defined by the system and cannot be modified except by using the language options.

  1. Open: Todos los usuarios pueden ver el recurso

  2. Restricted: everyone can see but download is restricted.

  3. Confidential: Nnobody can see except admin

  4. Custom:you can set any of the above statuses for specific user groups, so different groups have different levels of access to the resources.

Sharing Resources

Resources and Resource Collections each offer a 'Share' option which allows them to be shared with other users as well as with non-users of the system to allow greater flexibility of use. Resources are never sent directly to users or non-users, instead a URL is generated for them to access them, thus allowing large collections to be shared with ease and security. The unique links contain a key which allow access to that specific resource or collection.Collections and resources provides you with the following options with which to allow access.

  1. Email After selecting this option you can enter a list of TebasCMS user names (you may also enter full names or groups) or external email addresses to send Resources and Collections to. A user will receive an internal access link to the resource/ collection and a non-user (external email address) will receive an external access link. You will be asked to provide a permission level and expiry date for the external access to resources. Additionally, you can add a message into your email to make them more personalised.

  2. Generate URL You may create a link which can be sent to other users of the system or you can generate one for a non-user which asks for a permission level and expiry date for the link to the resource or collection. You can then copy and send the link to them as you see fit in order to allow them to access the resource or collection.

Sharing Resources
Deleting Resources

There are two methods to delete Resources within TebasCMS:

Delete Individually

  1. Go to the Resource you wish to Delete.

  2. Under Resource Tools, click Delete

  3. You may then have to do any of the following:

    • Confirm your deletion via Pop-up window Confirmation

    • Enter your password on the next page to confirm Deletion

Resource Tools

Batch Delete

  1. Add the resources you wish to delete to a collection. See Adding to Collection

  2. Clicking 'Edit' against that collection in the collections bar

  3. Batch Deleting
  4. Tick 'Delete all resources in this collection'

  5. Confirm the pop-up box window

  6. Click 'save' to finalise

Related Resources

Resources can be related together in order to help find and group sets of resources. Not to be confused with Alternative Files. Rather than using public collections, this method helps promote the searching of resources by users and will encourage them to search for resources and explore TebasCMS to find things that they need. This method will also help encourage users to make use of a wide number of images in the system rather than defaulting to the same ones found through themes or public collections.

How To Relate Resources

Relate all resources in a collection

  1. Add Resources to a working collection (How do I add resources to a Collection?)

  2. Click edit against that collection. Either via the Collection Bar or through the Manage My Collections page.

  3. Tick "Relate all resources in this collection" and hit save

Manually Relate Resources

Edit each Resource you want to relate and place the ID of the other resources you wish to relate into the "Related Resources" box (See Below).

This is only applies to the resource you are editing so you will need to all resources that you wish to relate to another resource.

Relate Resources

Working With Collections

Creating Collections

Collections can be created as follows:

  1. During Upload

  2. Selecting "Create a New Collection" and giving it a name during upload.If you select this option but leave the name blank it will generate a timestamped name for the collection. This method of creating collections has the added benefit of adding the uploaded resources to this collection.

    Durin upload
  3. The Collection Bar

  4. Selecting "Create a New Collection", giving it a name and then hitting "Enter" in the collection bar.

    Collection Bar

    Entering a name under "Create a New Collection" and then clicking create.

    Manage My Collections

Deleting Collections

Users cannot delete their default "My Collection" Collection and deleting a collection will not result in the resources within a collection being deleted

To delete a collection do the following:

  1. Go to the "Manage My Collections Page"

  2. Click Delete against the Collection you wish to delete

  3. Confirm Deletion of this collection

Your Collection will now be Permanently Deleted.

Delete Collections
Collection Options

This a list of the common options available to you from the "Manage My Collections" page.

Collection options
  1. View All - Takes you to a search result displaying all the resources in this collection.

  2. Select - Makes this collection your "Active" or "Current" collection in the collection bar.

  3. Download - Allows you to download all resources within this collection as a single zip file.

  4. Contact Sheet - Allows you to download a PDF Contact Sheet containing all of the resources in this collection.

  5. Share - Allows you to Share the collection, see Public Collections for more information.

  6. Delete - Allows you to Delete the Collection.

  7. Edit - Takes you to the Collection Edit Page.

  8. Edit All - Allows you to edit all resources in the collection, see Editing Multiple Resource.

  9. Log - Takes you to the logs for this collection. This allows you to see the history of actions that have been made on this collection. It will log who made the action and the action that was taken.

Editing a Collection

Having Created a Collection, making changes to your collection allows you to extend the use of it beyond just a reference holder. The following options are available from the edit screen:

  1. Name - Customise the name of your Collection by changing this value. The change won't take effect until you hit save.

  2. Related Keywords - Add Keywords to help find a collection of resources. This might help if this a collection of resources relating to one thing such as a construction project.

  3. ID This is the ID of the collection, it can be used with a Special Search Term to enable you to quickly retrieve resources within this collection.

  4. Access - Changes the access level to this resource. You can select either Public or Private. See Public Collections for more info.

  5. Attached Users - Allows you to share the resource with other users within the system by just adding them to this list. They then can quickly find and work with this collection.

  6. Allow Other Users to Add/Remove Resources - This permits other users in the system to make changes to this collection.

  7. Relate All Resources In This Collection - See Related Resources.

  8. Remove All Resources From This Collection - This will empty the collection of resources.

  9. Delete All Resources In This Collection - Delete Resources in the collection (See Deleting Resources)

  10. Copy From Collection - Add resources to this Collection.

  11. Collection Log - Takes you to the logs for this collection. This allows you to see the history of actions that have been made on this collection. It will log who made the action and the action that was taken.

  12. Collection Edit

Creating Public Collections

Public Collections are an easy way to share groups of images with other users in the system. They are simple to set up and are a good way for users to highlight the best of their uploads so that admin can use them to show off as Themes.

Create a public Collection

  1. Select an existing Collection and go to its Edit Page.

  2. Change the "Access" field to public.

  3. Select whether you wish to give users edit access to this collection

  4. Hit Save

Your collection will now show up under public collections and can be used as a theme by following the Creating a Theme Instructions.

Sharing Collections

You may also wish to just share your collection with others, see Sharing Resources for instructions.

Public Collection
Creating Themes

This is the same process as Creating a Public Collection but with an extra step to turn it into a theme

  1. Go to My Collections in the top navigation

  2. Type the collection name under 'Create New Collection' and click'Create'

  3. Beside 'Access' choose 'Public' from the dropdown menu

  4. Select the Theme category that the collection belongs to. If there is no appropriate theme category, enter a new theme name.

  5. Click Save

Remove a theme by Clearing/Emptying the value in Step 4

Create Theme
PDF Contact Sheet

In "Manage My Collections", you can make a contact sheet of any collection by clicking "Contact Sheet". This will bring you to a configuration page where you can choose page size, number of columns, and orientation (and number per page for thumbnails). When you click "Preview", a small thumbnail will be made showing you the layout that your selected configuration will produce. When you click "Create" it will allow you to download the PDF contact sheet.

Contact Sheet
Adding Resources to a Collection

Resources can be used in as many collections as desired at any one time, to add them into your desired collection, you have several options. In almost all cases of performing the add action, you must have the collection you wish to add the resource(s) to as your active collection in the collection bar.

  1. During Upload
  2. If you select any option other than the "Do Not Add To A Collection", the resources that you are uploading will be added to either the selected collection or a new collection.

    Collection options
  3. Search Results
  4. You can add resources to a collection from the search results page. The standard method for doing this is to click the icon highlighted below to add each collection to the current collection in the collection bar.

    Alternatively you may also see a checkbox configuration, checking the box against a resource will add it to the current collection. If you then uncheck this box it will then remove this resource from the current collection.

    Add Collection
  5. Resource View
  6. To add a resource from the Resource View page, just click "Add To Collection" in the Resource Tools section. This will add the resource to your current active collection.

    Add Collection
  7. Copy From Collection
  8. You can copy resources from an existing collection, from the Collection Edit Page by selecting the collection you wish to copy from and then clicking save. You also have the option of removing current resources by ticking the box which appears underneath "Remove All Resources Before Copying".

    Add Collection

Advanced user Guides

Keyboard Controls

Advanced users can also take advantage of keyboard controls to help speed up their use of TebasCMS. These may be customised system wide but currently are not available as per-user customisation.

  • Browse through resources in view/search/preview pages - Left and Right Arrow keys

  • View All Results in search results from Resource page - '/'

  • Add Resource to Current Collection - 'A'

  • Remove Resource(s) from collection - 'R'

  • Browse Through pages in document preview - '<' and '>'

  • Toggle Collection Bar - 'T'

  • View all Resources in Current Collection - 'V'

  • View Full Preview of Current Resource - 'Z'

Special Search Terms

Special search terms help users find content in a much more specific and controlled manner. Either through giving them extra tools to use or a prebuilt search.

Special Search Tools

You can extend your keyword searches by using the following tools:

Full String Matching

Putting your search into "" will help match a specific sequence of keywords rather than all of them in any order.

Example:"cat and dog" will match a resource containing "cat and dog" but not "dog and cat". Without the quote marks, both would match.


Adding an asterisk to a keyword will enable the wildcard function.

Example:searching for "cat*" will return matches for cat, catch, catamaran, and so on.

Specific field value(s) match

You can search only within a specific field by typing the shorthandname of the field, add a colon (ie. ":") and then the values you are looking for. It is usually used with fixed list fields.

Syntax:[field shorthand name]:[value[; value2; value3]]

Example - single value:You want to retrieve all resources that have the field Country set to United Kingdom. Searching for "country:united kingdom" in simple search will bring back those resources.

Example - multiple values:You want to retrieve all resources that have the field Country set to United Kingdom or Spain or even both. Searching for "country:united kingdom;spain" in simple search will bring back those resources.

Special Searches

Special searches enable the user to find content based upon special criteria without having to search within a particular field. Special searches must come first in the string, and they should be able to be appended with qualifying keywords.

Last Added

Displays selected number of last added resources.



No Downloads

Searches for Resources that have never been downloaded



Allows you to search for duplicate images within TebasCMS. This checks all images within the system so depending on your permissions you may not be able to see all the duplicate resources in the search results.


System Requirements:File_checksums configuration turned on.


Searches for resources within a specified collection.




Searches for resources that have been related to the resource with the supplied id.



RGB Colour Matching

Searches for pictures with a general colour grade similar to a given rgb colour.



Colour Key

Search by a colour key for images similar to it.This works much like soundex or the RGB colour matching but uses colour key formatting.



Pending Archive

Display a list of all resources pending archive. This will apply normal filtering rules for permissions and group settings.


User Pending

Finds user contributed resources that are currently pending review.


Contributed By

Dispays all active resources contributed by a specified userid. There is a helpful option available in configuration to display the userid field on the user edit page.


Example:!contributions14 - User 14's contributions will be displayed.

Resources Not In Any Collections

Retrieves resources that have not been used in a collection. This is a system wide search on resources.


Resource ID List Search

Will retrieve a list of resources based on the provided resource refs.

Syntax:!list[refs colon separated]


Resources With No Preview

Retrieves resources that currently have no preview available.


Resources With Empty Field

Show Resources with no data in the specified field specified by the field ID. This will require access to the system setup to find out the field ID.



Creating Dash Tiles

Dash tiles are a great way of creating shortcuts to your favourite things in TebasCMS. You can create dash tile links to a number of different areas within TebasCMS and each tile can be customised before going onto the dash.

There are a number of different customisation options available; depending what feature you are creating a tile for you may see a different selection of them.

Dash Tile
Dash Tile Options

You may not see all of the options below when creating a dash tile as it depends on what feature you are creating a tile for. It is helpful to keep an eye on the preview at the bottom of the page whilst choosing options so you can see what your tile will ultimately look like.

  • Title - The title is a place to put a short word or phrase for that tile. It will appear in much larger text at the top of the tile.

  • Text - Text is a place to put a more extensive description of what the tile links to. If you just want one long title then you should leave the title field blank and just enter text. This will then appear as the header but in a smaller font to allow for more text.

  • Dash Tile Style - Select how you would like yout tile to appear from several options. If there is only one way that it can appear then this option will not show.

  • Resource Count - This will display the number of resources that are included in that tile in the bottom right hand corner. This will appear for collections and search type tiles.

  • Dash Tile Image - If you are linking to a collection of some sort then you will be able to select a resource that you would like to use within that collection. If that resource is then removed it will default to the first resource avilable.

  • Push Dash Tile to All Users - With the correct user permissions you can give this tile to all users. They will then have this tile appear on their dash too.

Once you have clicked "Create" the dash tile will be added to your Dash and you will be redirected to the homepage to bask in your tile glory!

Managing Dash Tiles

Dash Administrators can browse to Admin > Manage all user tiles to manage tiles that are available to all users

Each Users dash is entirely unique to them which allows them to arrange it exactly how they want. There are certain tiles that will have been pushed onto their dash by an administrator but a user can manage what tiles they want to see on their dash and order them as they wish to see them.

Everything that you might want to do with your Dash is performed by dragging the desired tile.

Manage Dash Tile

Simply drag the tile you wish to move to the new location and it will then be saved to that location. Tiles are ordered in a linear manner which means you can only move a tile to where an existing tile resides.

Removing Tiles
  1. Drag the tile that you wish to remove from your dash to the bin that will appear on the left hand side.

  2. The bin will appear red to show you are about to drop the tile into the bin.

  3. You will then be asked to confirm your action. If you have tile administration permissions then you can remove that tile from just your dash or from all users

Delete Dash Tile