Getting Started with the Media Library

The Media Library is the central area for managing files in myconvento. Here, you can store and organize media and documents for later use in other modules - such as for email templates, newsroom content, events, or other communication activities.

You can store various file types in the Media Library, including images, documents, videos, audio files, and other supported formats. The overview helps you keep track of your files and locate specific media quickly.

Viewing files by type

Various views are available at the top of the Media Library. The "All files" view shows the entire content of the currently selected folder. You can narrow the display to specific file types by selecting "Images", "Documents", "Video" or "Audio".

This is particularly helpful when the Media Library contains a large number of diverse files. For instance, if you are looking for an image for an email template, you can switch directly to the "Images" section. Conversely, if you are searching for a PDF file, the "Documents" section is usually the best place to start.

Searching for files

You can use the search function to look for specific files. This is especially useful when the Media Library contains many entries or when you only know part of the filename.

The search function complements the file type and folder filters. For example, you can select a folder first and then search for a specific file within that folder.

Using folders

You will find the Media Library's folder structure on the left-hand side. The base folder serves as the starting point. Additional folders can be nested beneath it - for example, for documentation, event headers, marketing, the newsroom, people, products, the company, or videos.

Folders help you organize files by topic or category. A clear folder structure is essential, especially with large media collections, to ensure files can be easily located later.

You can create new folders using the "New folder" option. The "Collapse all" function allows you to fold up the folder structure if many subfolders are currently open. Understanding the Current Folder

The Media Library displays which folder is currently active. For example, it might show "Current Folder: Base Folder." The number in parentheses indicates how many files are located in that folder.

When you click on a different folder, myconvento loads the files for that folder, dynamically updating the file list.

Reading the File List

The file list displays the files contained in the current folder. Each file is shown with its file type, name, creation date, and file size.

This allows you to quickly identify whether a file is an image, video, document, or another format. The size information is particularly useful for large files - for instance, when you intend to use media for a mailing or a website.

If there are many files, the list is distributed across multiple pages. You can navigate between pages using the pagination controls. Additionally, you can specify how many entries should be displayed per page.

Uploading Files

Use the "Upload File" function to add new files to the Media Library. Once uploaded, they are available for use within the Media Library and can be utilized in various modules.

It is advisable to give files clear, descriptive names before uploading them. Clear filenames make searching easier later on and help other users locate the right file more quickly.

Using Collections

In addition to folders, the Media Library features collections. A collection allows you to group files together without requiring them to be stored in the same folder.

You can create collections using the "New Collection" option. Existing collections can be selected or edited via "Manage Collections."

Collections are particularly useful when you want to group files by project, topic, or specific campaign.

Watchlist and Actions

The watchlist allows you to temporarily gather files for further actions. The display shows how many files are currently on the watchlist. You can clear this selection using the "Clear Watchlist" function. Functions such as Edit, Add to collection, Download, or Delete are available under "More actions." The available actions depend on your selection and your permissions.