In the media library, you can edit saved files and add extra information to them. This information is known as metadata. It helps you locate files more easily, categorize them correctly, and use them effectively in other areas of myconvento.
To edit a file, open the action menu for the desired file in the media library and select Edit. The "Edit file" dialog window will then open.
Checking file information
At the top of the dialog, you will see key technical information about the file, such as file size, dimensions, file type, creator, and creation date.
For images, dimensions - such as width and height in pixels—are also displayed. These details help you assess whether a file is suitable for your intended purpose. A very small image might be unsuitable for large-scale displays, whereas very large files can generate excessive data volume when sent via email or used on websites.
Revision History
The Revision History section displays earlier versions of the file, if available. This allows you to track whether a file has been replaced or revised.
Information such as name, size, creator, and creation date is also displayed for each version. Depending on the file type, existing versions can be downloaded or opened in Image Studio.
Editing file details
You enter the actual metadata in the File details tab. Certain fields are particularly important because they determine how the file is categorized and found later.
The Client field is mandatory. Here, you specify which client the file is assigned to. This assignment is crucial when working with an account that has multiple clients.
In the Title field, you assign a descriptive name to the file. A good title makes searching for the file much easier later on than a technical filename would.
The Status field allows you to determine whether the file is Non-public or Public. This setting is important if the files are to be used in publicly accessible content later. Use folders to assign the file to a suitable category or filing structure. This keeps the media library organized, even when it contains a large number of files.
You can set the priority to "Normal" or "High." This allows you to highlight important files or categorize them more effectively.
The "Language" setting allows you to specify which language version the file belongs to. This is particularly useful when working with multilingual media or documents.
Description, Copyright, and Tags
You can enter additional information about the file in the "Description" field. The description supports formatting options such as bold, italics, or underlining.
Use the "Copyright" field to store details regarding copyright, image credits, or intended use. This is especially important for images, graphics, videos, or externally sourced materials.
You can assign keywords (tags) to files. This makes them easier to locate later and helps categorize them by topic.
Collections and External Asset ID
Files can also be assigned to collections. Collections group files independently of the folder structure and are ideal for campaigns, projects, or specific publications.
An additional identifier can be entered in the "External Asset ID" field. This is useful if you need to link files to external systems, image databases, or internal asset numbers.
File and Thumbnails
The "File" section displays the file name and the file URL. You can copy the URL directly using the copy function.
If preview images have been generated for the file, a "Thumbnails" section will also appear, displaying the automatically created previews. Copy buttons may also be available for these URLs.
Check Usage
The "Usage" tab shows whether and where the file is currently being used. The number in parentheses indicates how many instances of usage were found.
This is particularly important before modifying, replacing, or deleting files. It allows you to check if a file is already being used in distribution templates, newsroom content, events, or other areas. Save changes
After adjusting the desired details, click Save. Only then are the modified metadata applied.
Summary
Use the "Edit file" function to manage a file's technical details, associations, and descriptive metadata. Client, title, status, folder, language, description, copyright, tags, collections, and external IDs help ensure files are managed effectively over the long term. Additionally, you can review file versions, thumbnails, and existing usages.
