Media Library
The Media Library page lets you manage all uploaded and generated media assets—videos, images, and files—in one place. You can upload, organize, search, and manage your media with an intuitive interface similar to a standard file manager.
🗂️ Media Types
At the top of the page, switch between different media types:
- Video: Displays all video assets.
- Image: Shows uploaded images.
- File: Lists documents, such as PDFs, presentations, Word documents and spreadsheets. See Documents.
Each tab filters the view to the selected media type.
📚 Categories (Left Sidebar)
Use the left sidebar for category-based navigation:
- All Media: Shows all media items.
- Uncategorized: Displays media not assigned to any category.
- Custom Categories: User-created categories appear here.
- Create Category: Add a new category.
- Manage Categories: Edit, rename, or delete categories.
Note: Categories are for high-level grouping and are independent from folders.
🗄️ Folders
Folders help organize media within the selected category.
- No Folder: Shows media not assigned to any folder.
- Folders List: Displays all folders and the number of items in each.
- Create Folder: Add a new folder.
Notes:
- Folders cannot be nested.
- Folders are optional—media can exist without a folder.
No Folder: Shows media that is not assigned to any folder.
Folders list: Displays all existing folders and the number of media items inside each.
Create Folder: Creates a new folder.
Notes:
Folders cannot be nested inside other folders.
Folders are optional. Media can exist without being assigned to a folder.
🖼️ Media Grid
The main area displays media items in a grid or list view. Each media card shows:
- Thumbnail preview
- Media name
- Status (Processing, Ready, Error)
- Upload/creation date
- Duration (for videos)
Media Statuses
- Processing: Media is being processed and not yet available.
- Ready: Media is available for use.
- Error: Processing failed; media cannot be used until resolved.
✅ Selecting Media
Use the checkbox on each media card to select one or multiple items. Selected media can be moved, deleted, or assigned to folders or categories (depending on available actions).
🔍 Search and Filters
- Search bar: Type in Search media... to filter the list by media name.
- Tags filter: Filter by assigned tags.
- View toggle: Switch between grid and list view.
Best matches
Best matches finds media by what they are about, not only by what they are called. When you type at least two characters in the search bar, a Best matches panel opens above the media list with up to 10 results, best first. The list below it still filters by name as before.
Note: If you do not see Best matches when you search the Media Library, the feature is not enabled for your account yet. Contact your Customer success specialist.
Each result shows:
- The thumbnail and name of the media.
- Why it matched: By meaning, By keyword, or Meaning and keyword. A match by meaning finds media about your search words even when they don't contain them.
- For a video, the point in the video where the match is, and a short excerpt of the matching passage.
Click a result to open the media, just as when you click it in the list below.
The panel header shows how many items are indexed for search, for example 42 items indexed for search. Search looks at the name and tags of each media, and at the names and descriptions of the videobots and slides that use it. For videos, it also looks at their captions or transcript, so it can find what is said in a video.
Rebuild the search index
If recent changes to names, descriptions or tags do not show up in search, rebuild the index. Rebuilding needs the Admin role.
- Search for something so that the Best matches panel opens.
- Click Rebuild search index.
- Optionally tick Also transcribe videos that don't have a transcript yet. This makes what is said in those videos searchable.
- Click Rebuild index.
The rebuild runs in the background, and a message tells you how many items were queued for indexing. Videos that already have captions use them, so they are not transcribed again.
Important: Transcription is billed per minute of audio. Only switch it on when you want spoken content to be searchable.
An automatic transcript is used for search only. Visitors never see it unless you review it and publish it as captions. In accounts without Media Studio, you do this from the video's Manage subtitles panel. See Publish a search transcript as captions.
⬆️ Uploading Media
To upload media:
- Click the Add media button (upper right corner).
- Drag and drop your files.
- Check supported formats in the upload window.
- The file will show a process status while uploading, and a green READY status when done.
Generated media
You can also create new media instead of uploading it:
- On the Video tab, Add media > Create new avatar video starts a talking-head video in Avatar Studio. Published avatar videos appear in the media library.
- Ask AI Studio to generate images and short video clips for your videobots.
- If your account has Media Studio, Add media > Create new video starts a new video from scratch in Media Studio.
📄 Documents
Besides videos and images, you can upload documents to the Media Library. They appear in the File tab.
Supported formats:
- PDF (.pdf)
- PowerPoint (.ppt, .pptx)
- Keynote (.key)
- OpenDocument presentation (.odp)
- Word (.doc, .docx)
- Excel (.xls, .xlsx)
A file can be up to 100 MB. A larger file is refused with File is too large. Maximum size is 100 MB.
Upload documents the same way as other media: click Add media → Upload from device, or drag and drop the files.
Preview and download
- PDFs open in a viewer in the dashboard. In the list view, click the file's name to open it.
- Other formats cannot be shown in the browser. Opening one shows Preview is not available for this file type., the file's name and format, and a Download link.
- In the grid view, the three-dot menu of a document has Download.
Share documents with visitors
A videobot can offer a document to visitors with the Share media action:
- In the Videobot Builder, go to the Links & Forms section.
- In the Add action box, click Create new and select Share media.
- Give the action a name in Action Name and click Create action to share media.
- Under Media File, click Add media... and choose the document from your Media Library.
- Under After share, choose in Action what happens after the document is shared: Close widget, Navigate to slide or External link.
- Click Save.
When a visitor clicks the action's button, the document downloads on a computer. On a phone or tablet, the device's share menu opens so the visitor can save or send it. The action works the same way for every supported document format. See Actions for the other actions you can add to a videobot.
📝 Subtitles
You can add subtitles to your videos in the Media Library: write them in the dashboard, generate them from the video's audio, or upload a .vtt file. The steps depend on whether your account has the new Media Studio.
See Subtitles for adding, editing and translating subtitles, and for switching captions on in a videobot.
💡 Tip
You can also upload videos under the Videobots section. For large numbers of videos, we recommend uploading them all in the Media Library first. This makes them easier to find using the search functionality when building your videobot.
✏️ Editing Media Metadata
When you click on a media item in the Media Library, the Edit Metadata panel opens.
Note: If your account has Media Studio, clicking a video asks whether to Preview it or Open in studio, and clicking an image opens it in Media Studio. The metadata is then edited from Details in the Media Studio header. See Media Studio.
The Edit Metadata panel allows you to view and manage all metadata associated with the selected media asset. Changes made here help organize, filter, and integrate media across the platform.
Media Preview and Name
At the top of the panel, you can see:
- A thumbnail preview of the media
- The media file name
This section is informational and helps confirm you are editing the correct asset.
Categories
Use the Categories field to assign the media to one or more categories:
- Categories help group media at a high level.
- A media item can belong to multiple categories.
- Click the × icon next to a category to remove it.
- If no category is assigned, the media will appear under Uncategorized in the Media Library.
Tags
Tags are used for more granular organization and filtering:
- Add one or multiple tags to a media item.
- Tags can be reused across different media assets.
- Click Add New Tag to create and assign a new tag.
- Remove a tag by clicking the × icon next to it.
- Tags are especially useful for search and advanced filtering.
Custom Fields
Custom fields allow you to attach additional structured information to media items.
If no custom fields exist, you will see a message prompting you to create them:
Go to Settings → Custom Fields to create some.
Once created, custom fields will appear here and can be filled in per media item.
External IDs
The External IDs section allows you to associate the media with identifiers from external systems. This section can be expanded or collapsed.
