Media Manager

Organize your media files in one shared Workspace library

Every image, video, and audio file your agents and deployments use lives in Media Manager. It's the central Workspace library for media on the platform. Supported types are images (JPG, PNG, GIF), video (MP4), and audio (MP3) and file size limit is 5 MB.

Go to Workspace > Media Manager to open your library.

Where Media Is Used

Media shows up in many places across Helvia, from agent branding and logos to the assets your workflows send back to users.

Webchat

Agent and user avatars, carousel cards, and branding assets in Webchat deployments

Workflow Nodes

The Media node for audio and video, the Carousel node for card images, and any node with rich-text content such as Message and Question

Agent Logo

The logo shown for an agent in Workspace and across its deployments, set in agent settings

My Profile

Your personal profile picture in the top-right user menu

Supported File Types and Limits

Media Manager accepts a focused set of formats sized for the web.

Category	Formats
Images	JPG, PNG, GIF
Video	MP4
Audio	MP3

Upload limits:

• Maximum 5 MB per file

• One file per upload. No bulk upload, no upload by URL

If you need a format that isn't listed or a file larger than 5 MB, contact us through the support page.

Uploading Media

You can add a file to your library directly from Media Manager, or from any media picker elsewhere on the platform.

From Media Manager

Go to Workspace > Media Manager and click Upload New in the toolbar to open the inline upload zone. Select a file from your computer or drop it onto the highlighted area. The file appears in your library as soon as the upload completes.

From Other Places on the Platform

Anywhere you see an Upload media file picker such as in Webchat layout settings or in the message node, you have three options:

• Upload a new file from your computer. It is saved to Media Manager and available everywhere else from that point on

• Select an existing file from Media Library

• Use a URL that points to an external file. The file is not added to Media Manager

URL-based media is not stored in Media Manager. If the external URL changes or goes offline, the asset breaks wherever it's referenced. Upload the file instead when you need long-term reliability.

File Naming

Every uploaded file is stored with a generated identifier prefixed to its original name, for example 0YlyE1U-helvia_logo.png. The identifier prevents collisions when two people upload files with the same name, so nothing in your library is silently overwritten.

Browsing Your Library

Files are listed in a paginated view. Switch between grid and list layouts depending on what you need.

Grid view

The default layout shows each file as a thumbnail card. Use it to spot a specific image at a glance or scan a freshly uploaded batch.

List view

Search, Sort, and Filter

Use the Search in contents to find a file by name. In list view, you also get:

• Sort: Select any sortable column header to order results ascending or descending

• Filter: Use the File Type and Uploaded By column filters to narrow the list to specific formats or contributors

Working With a File

Each file exposes three actions, available from the file card in grid view and the Actions column in list view.

Preview

Open the file in an inline dialog to inspect it without leaving the page

Copy URL

Copy the file's public CDN URL to your clipboard

Delete

Remove the file from your library. A confirmation prompt appears before the file is deleted

Deletes are permanent. If a file is referenced elsewhere on the platform (for example, as an agent logo or inside a published workflow), deleting it will break those references. Check where a file is used before removing it.

Bulk Actions

To clean up several files at once, select them with the checkboxes on each card or row. In list view, the header dropdown also offers All and None for quick selection. Once at least one file is selected, the Bulk actions button in the toolbar activates with a Delete Selected option.

Access and Scope

Media Manager is shared across your entire Workspace. Every file uploaded by any member is visible to everyone else, and there are no per-file permissions or private folders. Anything you add is available to your whole team.

Access to Media Manager itself is open to all Workspace roles, including Viewers, but actions differ:

• Viewers and Editors can browse the library and upload new files

• Admins can also delete files, in addition to everything Viewers and Editors can do

See Users & Roles for the full Workspace role matrix.

Best Practices

• Reuse before reuploading: Check the library first to avoid duplicate assets cluttering the list

• Compress before upload: Resize and compress images and clips locally to stay under 5 MB and keep load times fast for end users

• Use descriptive filenames: The identifier prefix protects against collisions, but readable original names make search and filters far more useful

• Audit before deleting: Confirm a file isn't referenced in a deployment or workflow before removing it. Deletes cannot be undone

You can now upload media to the Media library, find any file through search, sort, and filters, and reuse it across Webchat, Designer, and agent settings.