---
key: find-a-file-in-the-media-center
title: Find a file in the Media Center
audience: staff
section: resources
routes: ["/files"]
permissions: ["files.read"]
features: ["files.core"]
since: 0.0.1
updated: 0.0.1
status: published
summary: Search and filter every photo, video, PDF and document in your organization from one place, preview or download a file, and see which records it is attached to.
keywords: [photos, pictures, attachments, documents, find a photo, site photos, PDF, where is this file used, media library]
related: [upload-files-to-the-media-center, restore-deleted-items, create-a-work-order, create-an-account]
---

In the sidebar, open **Resources**, then **Media Center**. The page address is `/files`. The page heading reads **Media Center**, and the line under it counts the media items in your organization. This is every file from every record in one grid, so you can find a photo without remembering which work order it was taken on.

## Before you start

- Your role needs permission to read files. Downloading needs the download permission; without it the **Download** button on each card is greyed out.
- If your organization uses branches, the grid follows the branch selected in the top bar.

## Steps

1. Type in **Search media**. It matches file names.
2. Narrow the grid with the filter lists: **Media type** (**Images**, **Videos**, **External videos**, **Audio**, **PDFs**, **Documents**, **Archives**), **Entity** (the kind of record the file is attached to, such as a work order or an account), **Role**, **Source**, **Visibility**, **Status** and **Original** (**Has original** or **No original**).
3. **External videos** is on to begin with and includes linked videos that are not stored in Nova; press it to hide them. Press **Deleted media** to include files that were removed.
4. Hover a card. The buttons at the bottom are **Details**, **Preview**, **Mark up** and **Download**. Clicking the thumbnail also opens the details.
5. Press **Details** and scroll to **Where used**. Each entry names the record the file is attached to, its role on that record, its visibility, and when it was linked. An entry has its own **Mark up** button when that record allows it.
6. Use **Per page** and the page controls at the bottom to move through a long list.

## What you see

- Each card shows the thumbnail, the file name, its type and size, a safety indicator once the file has been scanned, and how many locations it is attached to (or **Unassigned** for a file that belongs to no record yet).
- A red **Deleted** tag marks a file that was removed from its record but is still kept.
- **Details** lists **Name**, **Type**, **Size** and **Added**, then **Where used**.
- **Preview** opens the file in Nova's viewer. For an external video it opens the video's own page.
- Audio recordings, including MP3, WAV/WAVE and audio-only MP4, open with playback controls. Videos play inline. Playback starts when you press play. If your browser cannot play a format, use **Download file** to open it in another app.
- The refresh button next to **Upload** reloads the grid.

Use **Recycle Bin** in the header to find and restore deleted items. The bin uses icons and loads a retained PDF only when you choose its preview action. See [[restore-deleted-items]].

## If something looks different

- The grid reads **No media found**: loosen a filter or clear the search. If you expected a removed file, press **Deleted media**.
- **Preview** or **Download** is greyed out: the file has no stored original (some linked videos), or your role lacks the download permission.
- The page reads that media is unavailable offline: reconnect and press the refresh button.
- You want to add files: see [[upload-files-to-the-media-center]].

[[route:/files|Open the Media Center]]