Find a file in the Media Center

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.

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 Find and 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.

Open the Media Center