# Media Manager

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.

<div data-with-frame="true"><figure><img src="/files/fFErmQzytB1QLDYdrs3B" alt=""><figcaption></figcaption></figure></div>

### 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.

<table data-card-size="large" data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><h4><i class="fa-comments">:comments:</i></h4><h4>Webchat</h4></td><td>Agent and user avatars, carousel cards, and branding assets in Webchat deployments</td><td></td></tr><tr><td><h4><i class="fa-diagram-project">:diagram-project:</i></h4><h4>Workflow Nodes</h4></td><td>The <strong>Media</strong> node for audio and video, the <strong>Carousel</strong> node for card images, and <em>any</em> node with rich-text content such as Message and Question</td><td></td></tr><tr><td><h4><i class="fa-robot">:robot:</i></h4><h4>Agent Logo</h4></td><td>The logo shown for an agent in Workspace and across its deployments, set in agent settings</td><td></td></tr><tr><td><h4><i class="fa-user">:user:</i></h4><h4>My Profile</h4></td><td>Your personal profile picture in the top-right user menu</td><td></td></tr></tbody></table>

### 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

{% hint style="info" %}
If you need a format that isn't listed or a file larger than 5 MB, contact us through the [support page](/resources/support.md).
{% endhint %}

### 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**

<div data-with-frame="true"><figure><img src="/files/tHDFNx9RVb8OI1z1Asq8" alt="" width="563"><figcaption></figcaption></figure></div>

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**

<div data-with-frame="true"><figure><img src="/files/Bl6DrOYuZxiDyJ2ofUSZ" alt="" width="375"><figcaption></figcaption></figure></div>

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

{% hint style="warning" %}
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.
{% endhint %}

#### **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 <i class="fa-grid-2">:grid-2:</i> and list <i class="fa-bars">:bars:</i> layouts depending on what you need.

{% tabs %}
{% tab title="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.

<div data-with-frame="true"><figure><img src="/files/xORtcp8Erv6zsqrUcfqJ" alt="" width="563"><figcaption></figcaption></figure></div>
{% endtab %}

{% tab title="List view" %}
Each media appears in a sortable table with extra metadata: file type, size, uploaded date, and the workspace member who uploaded it. Use it when you need to sort, filter, or audit at scale.

<div data-with-frame="true"><figure><img src="/files/2aN21eE4TejGfoxkgkLE" alt="" width="563"><figcaption></figcaption></figure></div>
{% endtab %}
{% endtabs %}

#### **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.

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><p><i class="fa-eye">:eye:</i></p><p><strong>Preview</strong></p></td><td>Open the file in an inline dialog to inspect it without leaving the page</td><td></td></tr><tr><td><p><i class="fa-link">:link:</i></p><p><strong>Copy URL</strong></p></td><td>Copy the file's public CDN URL to your clipboard</td><td></td></tr><tr><td><p><i class="fa-trash-can">:trash-can:</i></p><p><strong>Delete</strong></p></td><td>Remove the file from your library. A confirmation prompt appears before the file is deleted</td><td></td></tr></tbody></table>

{% hint style="warning" %}
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.
{% endhint %}

#### 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](/administration/users-and-roles.md) for the full [Workspace role matrix](/administration/users-and-roles.md#workspace-access-roles-1).

### 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

{% hint style="success" %}
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.
{% endhint %}


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.helvia.ai/administration/media-manager.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.