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Media Library

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Upload, organize, and manage files, folders, and attachments.

Goal

This guide explains how to use the Media Library in ICONK OS for managing files, folders, uploads, and attachments. It covers organizing your company's documents and media assets.

Target Audience

All users who need to upload, organize, share, or attach files within ICONK OS.

What You Can Do

  • Upload files and documents to the media library
  • Create and organize folders
  • Browse and search your files
  • Move, copy, rename, and delete files and folders
  • Restore deleted files from trash
  • Attach files to business records (invoices, products, etc.)
  • View storage usage and manage your quota
  • Manage personal and branch-specific file spaces

What You Should Not Expect Yet

  • Advanced file versioning or history tracking
  • Collaborative document editing within the media library
  • File preview for all file types
  • Automated file tagging or categorization
  • Integration with external cloud storage services (Google Drive, Dropbox)

Step-by-Step Workflows

Uploading Files

  1. Navigate to Media Library from the sidebar.
  2. Navigate to the folder where you want to upload files.
  3. Click Upload or drag and drop files into the library.
  4. Select the files you want to upload.
  5. Wait for the upload to complete.
  6. Uploaded files appear in the current folder.

Note: File uploads are subject to your company's storage quota and allowed file types.

Creating Folders

  1. Navigate to the location where you want to create a folder.
  2. Click New Folder.
  3. Enter a name for the folder.
  4. Save the folder.
  5. You can create subfolders by navigating into a folder and repeating the process.

Organizing Files

  • Rename: Select a file and rename it to something more descriptive.
  • Move: Move a file or folder to a different location in the folder structure.
  • Copy: Create a copy of a file or folder in another location.
  • Delete: Move a file or folder to trash.

Searching Files

  1. Use the search bar in the Media Library.
  2. Enter a search term (file name, tag, or description).
  3. Results show matching files across your accessible folders.

Managing Trash

  1. Navigate to the Trash view in the Media Library.
  2. View all deleted files and folders.
  3. Restore: Move a file or folder back to its original location.
  4. Purge: Permanently delete a file or folder (cannot be undone).
  5. Empty Trash: Permanently delete all items in trash.

Attaching Files to Records

  1. When viewing a business record (e.g., invoice, product, customer), look for the attachments section.
  2. Click to attach a file.
  3. Select a file from the Media Library or upload a new one.
  4. The file is linked to the record for easy reference.

Managing Storage

  1. View your storage usage in the Media Library settings.
  2. Check how much space your company is using.
  3. Monitor your quota limit based on your subscription plan.
  4. Free up space by purging unnecessary files from trash.

Personal and Branch Spaces

  • Personal space: Files uploaded to your personal space are visible only to you.
  • Branch space: Files can be organized by branch for location-specific document management.
  • Shared folders: Files in shared folders are visible to all users with media access.

Permissions and Access

Access to Media Library features depends on your role:

  • Viewing files and folders requires media view permission.
  • Uploading, editing, and deleting files requires media management permission.
  • Storage quota is determined by your company's subscription plan.

If you cannot see the Media Library or certain actions are unavailable, contact your company administrator to review your role permissions.

Known Limitations

  • Some advanced media features are still being developed.
  • Storage health-check behavior and quota enforcement may need follow-up testing.
  • File preview support may vary by file type.

MISSING Items

  • File versioning and history tracking.
  • Collaborative document editing.
  • Integration with external cloud storage services.
  • Advanced file tagging and search filters.

UNCERTAIN Items

  • Exact storage quota behavior when approaching or exceeding limits.
  • Whether deleted files are permanently removed from storage immediately or on a schedule.
  • How large file uploads are handled (size limits, timeout behavior).

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot upload files | Missing upload permission or quota exceeded | Check your permissions and storage usage | | File not appearing after upload | Upload may have failed | Check for error messages and try again | | Cannot delete a file | Missing management permission | Contact your administrator | | Storage quota warning | Approaching plan limit | Purge unnecessary files from trash | | File type not supported | Restricted MIME type | Check allowed file types with your administrator | | Cannot access a folder | Folder may be in a branch space you don't have access to | Contact your administrator |

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Media Library | ICONK OS