Viewing Attachments in the Media Gallery

Media Gallery is a full screen that opens when you click any attachment in a records list or on a record’s view page, so you can preview the file and move between attachments without downloading them or opening each record separately. This guide explains how to open the gallery, its parts, previewing files, navigation, and the available actions.

Opening the Media Gallery

Where to open it from	What it shows
From a records list, such as Expenses: click the attachment thumbnail in the record’s row.	Opens the gallery on the file you clicked, and you can move from it between the attachments of all records shown in the list based on the current search and filters, including records on the next pages.
From a record’s view page: click the file in the Attachments section.	Shows this record’s attachments only.

The gallery opens over the current page, and when you close it, you return to the page you opened it from.

Gallery Parts

Part	Content
Top of the screen	The record type and number, such as Expense #000034; clicking it opens the record in a new tab. Next to it is the record’s total amount for records with a monetary value, such as expenses, and below it is the file size.
Toolbar	The Download, Delete, Copy link, File details, and Close icons.
Preview area	Shows the current file, with the Previous file and Next file arrows on either side.
Thumbnails bar	At the bottom of the screen; it shows file thumbnails with the current file highlighted, and next to it is the View All button to open the Media Library.

Previewing Files

File type	Preview
Images (JPG, PNG, GIF, BMP, WebP, and HEIC)	The image appears at a size that fits the screen. You can Zoom in, Zoom out, Fit to screen, and view the Actual size 100%.
PDF files	Displayed inside the gallery with page navigation (for example, Page 1 of 10), zoom in and out, Fit width, Rotate counterclockwise, Print, and Show page thumbnails.
Video and audio	Played inside the gallery with a player that includes play, pause, seek, and volume controls.
Other types, such as Word, Excel, CSV, and ZIP	The message Preview not available — click Download to view. appears.

Moving Between Files

• Click the Next file or Previous file arrow on either side of the preview.
• Or click any thumbnail in the bottom bar to go to it directly.
• When you open the gallery from a list, navigation automatically continues to the attachments of records on the next pages without changing the page.
• To view all files in one grid, click View All. Read Viewing All List Attachments in the Media Library.

File Details

Click the File details icon in the toolbar to show the Details panel, which includes:

Section	Content
File Details	Name, Type, Size, and Created. For documents, also Pages, Author, and Modified, if available.
Entity Details	Name: the record type, and Record: its number with a link to open it.

To close the panel, click × at its top or click the File details icon again.

File Actions

Action	What happens
Download	Starts downloading the file with its original name, and the message Download started appears.
Copy link	Copies a link that opens the gallery directly on this file, and the message Link copied appears. The link only opens for users who have access to the record.
Delete	Deletes the attachment from the record, and the message Deleted appears. It appears for users who have permission to delete the attachment.
Set as Default	Appears for images in product and service attachments only, and makes the selected image the product’s default image.

Keyboard Shortcuts

Key	Action
→ or L	Next file.
← or H	Previous file.
Home	Go to the first file.
T	Show or hide the thumbnails bar.
I	Open or close the File details panel.
V	Open the record the file belongs to.
Ctrl + S (⌘ + S on Mac)	Download the current file.
Ctrl + C (⌘ + C on Mac)	Copy the file link, if no text is selected in the preview.
Esc or Backspace	Close the Media Gallery and return to the previous page.

To zoom in and out on images and PDF files:

Key	Action
+ or =	Zoom in.
–	Zoom out.
0	Fit to screen.
1	Actual size 100%.

To move between PDF pages:

Key	Action
Page Down or J	Next page.
Page Up or K	Previous page.

Common Issues and Solutions

Message	Cause	Solution
Preview not available — click Download to view.	The file type doesn’t support preview inside the gallery, such as Word and Excel files.	Click Download and open the file on your device.
Could not load preview	An error occurred while loading the file.	Click Retry.
This media format is not supported in this browser.	The browser doesn’t support the video or audio file format.	Download the file and play it on your device, or try another browser.
This file has been deleted and is no longer available.	You opened a link to a file that was deleted from the record.	Ask the person who shared the link to upload the file again.
Download failed	The file download couldn’t start.	Try again.
Could not copy link	The link couldn’t be copied to the clipboard.	Try again.

FAQs

Do I need to open the record to preview its attachments?

No. Click the attachment in the records list directly, and the gallery opens over the list.

Why can’t I move to other records’ attachments?

Because you opened the gallery from the record’s view page, so it shows this record’s attachments only. Open it from the records list to move between the attachments of all records.

Does the gallery change the order of records or the filters in the list?

No. The gallery shows record attachments based on the current filters, and when you close it, you return to the list as it was.