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Upload, search and manage files in the library

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Conversa Labs

Conversa Labs

Last updated on Jul 16, 2026

Overview

This article covers the daily flow of the Media Library: getting files into it and finding them later. It is the practical companion to organizing with folders — here the focus is uploading, searching and bulk actions, rather than the folder structure itself.

In practice you do three things: upload new files (manually, or by reusing what was captured automatically), find what you need with search and filters, and organize in bulk several items at once (move, archive, restore).

Prerequisites

  • The Media Library module enabled and access to it.
  • Agents can upload, move and archive files. Deleting for good (emptying the trash) is an administrator action.
  • File size limit: 100 MB per file. Files above that limit are rejected on upload. This cap is set by the platform operator.

Step by step

Upload files

  1. In the Media Library, open the upload dialog.
  2. Drag and drop files onto the drop area, or click to select them from your computer (several at once).
  3. The platform detects the type automatically — image, audio, video or document — and applies refinements when they apply (GIF, sticker, voice note, recording).
  4. Choose the destination (folder) and the connection (inbox) the file should reference.
  5. Review the preview of the items (image, video and audio open in the viewer) and confirm the upload. The platform derives the metadata (type, dimensions, duration, format) on the server.

Find files

  1. Use the search by name to quickly filter by the file's title.
  2. Refine with the filters:
    • File type (image, audio, video, document).
    • Connection / inbox (which connection the file is associated with).
    • Source (how the file came in: uploaded, captured from a conversation, recording, imported).
    • Module (where the file is used: conversation, CRM, task, catalog).
    • Media kind (refinements such as GIF, sticker, voice note, recording).
  3. Toggle between grid (cards) and list (rows) depending on how you like to view files.
  4. Click an item to open the details panel on the right, with metadata and actions.
  5. To see it full size, open the preview (lightbox) for images, videos and audio.

Bulk actions

  1. Select several files by checking them, or use select all matching the filter to act on the whole filtered set (across every page).
  2. With the selection ready, do it in a single action:
    • Move to a folder (leaving it blank moves to the library root).
    • Archive (send to the trash).
    • Restore (bring back from the trash) the archived items.
  3. The platform applies the action to all selected items at once — no need to repeat item by item.

Settings & options

  • Sorting: order by name (A–Z), size (largest first), oldest or newest (default).
  • Grid vs list: the same media area in two formats — cards for a visual scan, rows for fast scanning.
  • Persistent filter: search and filters apply to the grid and to the count, and "select all matching" respects exactly what is filtered.
  • Reused panel and picker: the same details panel and file picker appear elsewhere on the platform, keeping the experience consistent when attaching a saved file.

Use cases

  • Quickly locate a file a customer sent, filtering by the "captured from conversation" source.
  • Bulk-move an entire campaign's files into a single folder with one action.
  • Review a video in the preview before re-sending it to a contact.
  • Bulk-archive old materials from a connection to declutter the grid without deleting right away.

Tips, limits & best practices

  • Name files well on upload: clear names make the search by name far more effective.
  • When re-sending, respect the formats and sizes each channel accepts — a file valid here may not be accepted by a specific channel.
  • "Select all matching" acts on every page of the current filter, not just the visible items — check the filter before applying a bulk action.
  • Prefer archive (trash) over deleting for good when unsure: you can restore it later.

Troubleshooting

  • The upload failed: check the size (max 100 MB per file), the accepted format, and whether the account still has space in the storage meter.
  • The file doesn't appear: make sure it's not in the trash and review the active filters (a search term or a type/source filter may be hiding the item).
  • The preview won't open: only image, video and audio open in the viewer; documents only show the icon — use download to view them.
  • The bulk action didn't catch everything: confirm you used select all matching the filter; manual selection acts only on the checked items (up to a limit per request).

See also