This section offers some handy tips to make your time in the PBS LearningMedia CMS more efficient and effective.  Please make the most of these as you work in the tool - they can be very helpful!

Go directly to the resource

You can view a resource on and click THIS RESOURCE, located to the right of the Admin button, to go directly to the resource and make edits. 

Follow the workflow

Probably the biggest time saver when working in the CMS is following the simple workflow that remains the core of the PBS LearningMedia content contribution process:

  1. Add all of your media
  2. Create your asset(s)
  3. Create your resource(s)

Adhering to this workflow keeps all of your material organized and establishes a path that is easy to trace back at any time.  This process ensures that all of your content is in the system and, remember, you only need to look to your content project to find everything.

Associated filenames

When creating media files, assets, and resources, give each associated file the same name.  This keeps your file structure organized and makes it clear which files belong together.  For example, in your content project you want to create one resource about dogs in Alaska.  The naming convention should go as follows:

  • Video media:  Dogs-of-Alaska.mp4
  • Asset: Dogs of Alaska
  • Resource: Dogs of Alaska

Keep two browser windows open

As you approach the end of the content contribution process and your resource is ready to publish, keep two browser windows open:

  1. One browser with the CMS
  2. One browser with your published resource on

As soon as you publish your resource, review it on  The moment you see something that needs to be modified, switch back to the browser with the CMS open and click the Edit button.  This removes your resource from public view so you can make necessary changes before anyone sees it.  Publish and review again until the resource appears correctly.

Adding dates

When adding the Available from, Expiration, and Publication dates to your assets and resources, save time by clicking the Today link and then manually modify the date. 

Click the is primary checkbox

When creating an asset, be sure to designate at least one asset as primary by checking the "is primary" checkbox.  Even if you are including an alternate language video in addition to the primary video, you must still check the "is primary" checkbox. Failing to mark an asset as primary will result in an error. 


Make a date

For every asset and resource, assign a date in the Available from date and Expiration date fields.  Date fields can be found under the Additional Metadata section for Resources and under the Ownership and Rights section for Assets.  Failing to assign these dates can result in an error.  Remember, the expiration date must be later than the available from date.


Strip away text formatting using HTML option

If you are copying and pasting text into the PBS LearningMedia admin from an external source such as Microsoft Word or a webpage, be sure to first paste the text into the HTML view if available. Some textboxes in the PBS LearningMedia admin tool offer an HTML option. This section demonstrates how to paste text into the HTML field.

Be sure that when you are using HTML, all of your HTML tags are nested properly. For example, if you have a list <ul>, be sure all list items <li> are nested between one <ul></ul> tag. Do not include extra tags.

    1. Open the resource or asset you want to edit.
    2. Copy all of the content of the description field. (On a PC you can highlight the text and use Ctrl+C.)
    3. Delete the text. (Highlight and delete)
    4. Click the icon on that description field header that says “HTML”
    5. An empty window should pop up. Paste the text you have copied into that pop up window. (On a PC you can use keyboard shortcut Ctrl+V).
    6. Click update at the bottom of the window
    7. Save that Resource or Asset

Strip away text formatting using Notepad or TextEdit

If there is no HTML option, you can copy and paste text into either Notepad (PC) or TextEdit (Mac). 

To copy and paste to Notepad: 

Programs such as Notepad (PC) and TextEdit (Mac) strip away all formatting and ensure that your text appears correctly on the page. Copy the text from your outside source and paste into the PBS LearningMedia admin tool. You can add any desired formatting there. 

  • At the bottom left of your PC screen, click the Microsoft icon and  click All Programs
  • Click the Accessories folder
  • Click Notepad
  • On a Mac, type TextEdit into the Spotlight search textbox in the upper right side of your screen.
  • Click TextEdit to open.