Media Library

Introduction

The Media Library (FI: Mediakirjasto) is where all your uploaded files live. Images, videos, and PDFs you'll use across screens or playlists belong here. The library supports folders, per-folder permissions, filters, sorting, a list and a grid view, usage tracking, and a trash with a 30-day safety net. Files in the library are reusable across every screen and playlist in your organization.

How the library is organized

Two layers:

• Folders at the top, listed alphabetically. Click a folder card to open it as a full-size popup; close it with the X in the corner. Each card shows a folder icon, image and video counts, and whether access is Everyone has access or Restricted access.
• Files under the All files (FI: Kaikki tiedostot) heading, across every folder you have access to. Each file shows its usage chip: In use (FI: Käytössä) with the number of screens showing it, or Unused (FI: Käyttämätön).
• PDFs show as one group per upload, with a chip telling how many pages it has. Open the group to see its pages; each page can be used as an image anywhere in the Platform.
• Each folder has its own permissions, controlling which Users can see or modify the files inside.

Filters, sorting, and views

The filter row above the files works the same in All files and inside a folder popup:

• Media (FI: Media): Image, Video, PDF. Size (FI: Koko): 16:9 or 9:16. File type (FI: Tyyppi): PNG, JPG, WebP, MP4, WebM, MOV, PDF. Usage (FI: Käyttö): In use or Unused. Each pill lets you tick several values; Clear filters (FI: Tyhjennä filtterit) resets them.
• Sort (FI: Järjestä): Newest first (default), Oldest first, Name A–Z, Name Z–A, Largest first, Smallest first.
• List or Grid (FI: Lista / Ruudukko): the toggle at the right end of the row. List is the default and shows Name, Type, Dimensions, Size, Uploaded, Usage, and Folder as columns; click Name, Size, or Uploaded to sort by that column. Grid shows tiles and reveals the file name on hover.
• Your view and sort choices are remembered per user and also apply in the file picker when you add a slide.
• On phones the filter pills open as drawers, and the list collapses to a thumbnail, the name, and one line of specs.

Creating folders

Admins add folders:

• From the Media Library, click New folder (FI: Uusi kansio).
• Enter a folder name.
• Optionally configure permissions: Allow all users (FI: Salli kaikki käyttäjät) for organization-wide access, or pick specific Users.
• Click Create (FI: Luo).

Uploading files

Add files to a folder:

• Click Upload (FI: Lataa).
• In the upload modal, pick the target folder from the folder cards. You must have at least one folder before you can upload.
• Drag files into the modal or click to browse.
• Click Upload to start. A progress bar tracks the upload, and Abort cancels it while it's running. Closing the modal or navigating away doesn't cancel an upload; it finishes in the background.
• Multi-page PDFs keep processing in the background after upload: the library shows the PDF as a group with processing placeholders, and pages appear one by one as they're ready. Video tiles get their preview thumbnail shortly after upload.

File detail and where it's used

Click any file to open its full-screen preview:

• The info column lists Type, Folder, File name, Media ID, URL, File type, Size, Dimensions, Duration, and Created.
• In use on (FI: Käytössä kohteissa) lists every screen and playlist showing the file, each as a link straight to that screen or playlist. An unused file shows Not in use (FI: Ei käytössä) with the date it became unused.
• Use the arrows or the left and right keys to step to the next file in the current view. Multi-page PDFs step page by page first.
• Rename (FI: Nimeä uudelleen), Download (FI: Lataa), and Delete (FI: Poista) are available from the detail view.

Selecting several files

Work with many files at once:

• Click Select (FI: Valitse) above the files, then tick files. Select all (FI: Valitse kaikki) grabs everything in the current view, so apply filters first to narrow it down.
• A counter shows how many are selected (FI: Valittu).
• Click Delete (FI: Poista) to move the selected files to the trash. Selecting one page of a PDF selects the whole document.
• Click Cancel to leave select mode.

Deleting files

Deleting is a two-step safety net: files first go to the trash, where they stay for 30 days and can be restored. Files still in use on a screen are removed from those slides when you confirm. The full flow, the Deleted view, and the unused-media reminders are covered in Trash, restore, and unused media.

Folder permissions

Control who can see and use files:

• Open a folder and click Manage permissions (FI: Hallitse oikeuksia). Admin only.
• Toggle Allow all users (FI: Salli kaikki käyttäjät) for organization-wide access.
• Or pick specific Users to grant access. Other Users won't see the folder at all.
• Admins always have access to every folder.

Searching

Find files quickly:

• Use the top search bar (Search media / FI: Hae mediaa) to search across all folders.
• Inside a folder popup, use Search folder (FI: Hae kansiosta) to scope the search to that folder.

Troubleshooting

Common issues:

• File doesn't upload: check format and size. See Supported file types.
• "No space in storage" (FI: Ei tallennustilaa): your organization is at the storage limit. Empty the trash and delete unused files, or contact kasper@infoboxi.com to discuss an upgrade. Files in the trash still count toward storage until they're purged or deleted forever.
• You can't see a file: the folder it lives in may be permission-restricted. Ask an Admin to grant you access.
• A file shows neither In use nor Unused: usage is checked once a night. A file that stopped being used today gets its Unused chip tomorrow.

Summary

The Media Library is the durable home for files used across your screens and playlists. Organize with folders, narrow down with filters and sorting, check where a file is used before you touch it, and rely on the trash if you delete something by mistake.