Viewing All List Attachments in the Media Library
Media Library is a full screen that shows all record attachments in one grid, with search, filtering by file type, grouping, and sorting, and downloading or deleting multiple files at once.
🛈
Note: The library shows the attachments of the records you opened the Media Gallery from: the attachments of records shown based on the current list filters, or the record’s own attachments if you opened it from the record’s view page.
Contents
Opening the Media Library
- Open a records list, such as Expenses, and click any attachment thumbnail to open the Media Gallery.
- Click View All next to the thumbnails bar at the bottom of the gallery.
In lists that show the attachments column, the library also opens when you click the remaining attachments count icon in the record’s row.
Library Parts
| Part | Content |
|---|---|
| Search box | At the top of the screen, labeled Search by name. |
| Media types | All Media, Images, Videos, Documents, Audio, and Others, with the number of files next to each type. |
| Layout tools | The Grid layout and Justified layout buttons, and the Group by and Sort by menus. |
| Files area | File cards, with the file name and the record amount, if any, below each card. When grouped by record, the record type, number, and amount appear above each group. |
Click any card to open the file in the Media Gallery. To close the library, click × at the top of the screen.
Searching and Filtering by Type
- Type the file name or record number, such as 000026, in the Search by name box to show matching files only.
- Click one or more media types to show their files; for example, you can select Images and Documents together.
- To cancel filtering by type, click Clear all.
- The count next to each type updates based on the current search.
Grouping, Sorting, and Layout
| Tool | Options |
|---|---|
| Group by | Record (default): each record’s files appear together under its type and number, and the group order is fixed by record. Or None: all files appear together. |
| Sort by | Date uploaded (default), Name, or Size. When grouped by record, it sorts the files within each group only. |
| Layout | Choose Grid layout or Justified layout from the two buttons next to the Group by menu. |
Selecting Multiple Files to Download or Delete
- Hover over a file card, then click the checkbox in its corner.
- Select the rest of the files, and Selected (number of files) appears at the top of the screen with the Download and Delete buttons.
- Click Download to download the selected files, or Delete to delete them from their records.
To clear the selection, click the Selected box.
⚠
Warning: Deleting files from the library deletes them from the records themselves. Deleting requires edit and delete permissions on the records.
Common Issues and Solutions
| Message | Cause | Solution |
|---|---|---|
| No results found | No file matches the search or the selected media types. | Change the search keyword, or click Clear all to cancel filtering by type. |
| Could not load media | An error occurred while loading the media library. | Click Retry. |
| Could not download attachments | The download of the selected files couldn’t start. | Try again. |
| Could not delete attachments | The selected files couldn’t be deleted, for example, because you don’t have delete permission. | Check your permissions on the records, then try again. |
FAQs
Does the library show the attachments of all records in the section?
No. It shows the attachments of the records shown based on the list filters when you open it. To view other records’ attachments, change the list filters, then open the library again.
Can I search by record number?
Yes. The search box searches the file name and the record number.
Can I select more than one file type at the same time?
Yes. Click each type you want, such as Images and Documents, and the files of the selected types appear together.