Media Manager

Media Manager

Alert
NEW! Updates for August 2026
Managing media assets is now easier, faster, and more powerful than before. The enhanced Media Manager introduces a refreshed user experience, improved file organization, and exciting new capabilities, including support for video management alongside images.
Vibe's Media Manager is your central library for the images and videos used in Vibe. It helps you upload, organise and find media without repeatedly searching your computer or uploading the same file. With the Media Manager, you can:
  1. Upload images and videos
  2. Organise files into folders and subfolders
  3. Search, filter and sort your library
  4. Preview images and play videos
  5. Download or delete multiple files
  6. Copy a direct link to a media file
Info
New to the Media Manager?
Start by learning how to access it, upload a file and organise your media into folders. You can return to the search, filtering and bulk-action features as your library grows.

Accessing the Media Manager

You can open Media Manager from the main Vibe Portal or while editing a slide.

Open Media Manager from the Portal

This is the best option when you want to organise your library, upload several files or perform bulk actions.
  1. Sign in to your Vibe Portal.
  2. Open Media Manager.
  3. Select a folder or use the search and filter controls to find a file.

Open Media Manager while editing a slide

This option lets you find or upload media without leaving the slide you are working on.

  1. Create a slide or open an existing slide.
  2. Locate the image or video field you want to update.
  3. Open Media Manager.
  4. Browse, search or upload a file.
  5. Select the media you want to use.

Media Manager Features

Video Support

The Media Manager supports both videos and images in various ratios and file-types. This allows teams to centralize content within a single media library. Users can:
  1. Upload video files
  2. Organize videos into folders and subfolders
  3. Preview video content alongside images
  4. Manage all media assets from a single location


Video Preview and Playback

When working with video files, users can:
  1. Search and filter though video thumbnail snapshots,
  2. Preview content directly within the Media Manager,
  3. Quickly identify correct videos without needing to download files first.


Folder Navigation

Keep files categorized and reduce your time spent searching for content:
  1. The folder panel provides a clear view of your media structure, making it easy to navigate between folders and locate content quickly.
  2. Users can create subfolders to better organize media assets and maintain a structured library. 



Search and Filtering

Locating files is fast with Vibe's filtering capabilities to easily narrow down search results.
  1. Use the Search function allows users to quickly find files within the current folder, helping reduce the time spent browsing large media libraries.
  2. Use Filters for
    1. File Type (JPG, PNG, GIF or WEBP for images)
    2. File Status (Active, Pending Deletion, or All Files)
    3. File Size (enter a minimum and maximum file size range)
    4. Last Seen (from the last 7 days to more than 1 year ago)
    5. Sorting Options (Newest First, Oldest First, Recently Seen, Least Recently Seen, or File Name)


Bulk File Actions

Efficiently manage multiple files with support for bulk operations.
  1. Delete Multiple Files - Select several files at once and remove them in a single action.



  2. Download Multiple Files - Download multiple selected files simultaneously, eliminating the need to download assets individually.



Right-Click Quick Actions

Manage media files faster with the Quick Actions Context Menu. By simply right-clicking an image or video, users can instantly access commonly used actions, making media management more efficient and reducing the number of steps needed to perform everyday tasks.

For Images

When a user right-clicks an image, the following shortcut actions are available:
  1. Edit – Opens the image editor
  2. Move To – Move the image to another folder.
  3. Download – Download the image to the local device.
  4. Rename – Change the image file name.
  5. Delete – Remove the image from the Media Manager.

For Videos

When a user right-clicks a video, the following shortcut actions are available:
  1. Video Details – Opens the video details and plays the video
  2. Download – Download the video to the local device.
  3. Rename – Change the video file name.
  4. Delete – Remove the video from the Media Manager.

Multiple Viewing Options

Choose the viewing style that works best for your workflow.
  1. Thumbnail View - Display media files as thumbnails for quick visual identification of images and videos.



  2. List View - View files in a compact list format, with options to browse the current folder and its subfolders.



Images and Videos include a dedicated file details view containing a direct URL to the asset. This makes collaboration easier and provides quick access to specific media assets. Users can:
  1. Open a file
  2. Copy the file URL
  3. Share the link with other users when needed



Image Editor Tools and Functions

The Image Editor provides tools and image management options that allow users to modify, review, and manage images before saving. Users can perform basic image adjustments, view image properties, share images, and save edited versions as needed.



1. The Image Details panel displays important information about the selected image and provides quick access to image management functions.
  1. Filename: Displays the current image filename.
  2. Rename File: Click the pencil icon beside the filename to edit and rename the image.
  3. Shareable Link: Click the link icon to copy a shareable link for the image.
  4. Uploaded: Shows the date when the image was uploaded to the system.
  5. File Size: Displays the image file size.
  6. Dimensions: Shows the image width and height in pixels (for example, 1920 × 1080 pixels).
2. Editing Tools 
  1. Undo: Reverts the most recent change.
  2. Rotate: Rotates the image.
  3. Flip H: Flips the image horizontally (left to right).
  4. Flip V: Flips the image vertically (top to bottom).
  5. Crop: Trims the image to the selected area. During cropping, the pixel dimensions of the selected area are displayed, enabling accurate and precise image adjustments.
3. Save As button allows users to:
  1. Create a new copy of the edited image.
  2. Preserve the original image without overwriting it.
  3. Save the edited version under a different name or as a separate file.
4. Fit To Preview option controls how the image is displayed within the preview area.
Available zoom settings shown in the menu:
  1. Fit to Preview: Automatically adjusts the image size to fit within the preview window.
  2. 100%: Displays the image at actual size.
  3. 50%: Displays the image at half size.
  4. 25%: Displays the image at quarter size.
Info
Fit To Preview changes only the viewing scale inside the editor, and does not modify the actual image dimensions.

Before You Upload

To ensure the best experience when managing media assets, we recommend the following guides before uploading content to the Media Manager. Use letters, numbers, hyphens and underscores. A name such as staff-welcome-2026.mp4 will be much easier to find later than final-video-2.mp4. Before uploading a file:
  • Give it a clear, descriptive filename.
  • Check that it uses a supported file format.
  • Confirm that its dimensions suit the intended screen or media area.
  • Compress unnecessarily large files.
  • Optimise videos for reliable playback.

Image Optimisation

Learn about recommended image formats, dimensions, file sizes, and optimization techniques to help maintain presentation quality while improving loading and playback performance.
InfoRelated Article: Images Optimisation

Videos Optimisation

Review supported video formats, file size recommendations, encoding best practices, and optimization guidelines to ensure videos upload successfully and perform smoothly within presentations.
InfoRelated Article: Video Optimisation

FAQ

Does searching include every folder?
  1. Search is used to locate files within the folder you are currently viewing. If you cannot find a file, check that you are searching in the correct folder or navigate through the folder panel.
  2. List View may also provide the option to browse content from the current folder and its subfolders.
How can I narrow down a large number of files?
Use the available search, filter and sorting controls. Depending on the media in your library, you can filter or sort by:
  1. File type
  2. File status
  3. File-size range
  4. When the file was last seen
  5. Newest or oldest files
  6. Most or least recently seen
  7. Filename
Clear or adjust your filters if an expected file does not appear.
What is the difference between Thumbnail View and List View?
  1. Thumbnail View displays visual previews, making it useful when you recognise an image or video by appearance.
  2. List View presents files in a more compact format and is useful when working with filenames, file details or larger folders.
  3. You can switch between the two views without changing your files.
Can I download or delete several files at once?
  1. Yes. Select multiple files and use the available bulk action to download or delete them together.
  2. Before deleting media, confirm that the files are no longer required. If you are unsure whether an asset is still being used in live content, check the relevant slides or ask your Vibe administrator.
Can I share a link to a specific media file?
  1. Yes. Open the file details to access its direct URL, then copy the link as required.
  2. Only share media links with appropriate recipients, particularly when the asset contains internal, confidential or personally identifiable information.
Why is my updated image still showing the old version?
  1. If you replace an image using the same filename, a cached version may continue to appear temporarily.
  2. For the fastest update, upload the replacement using a new filename, such as: staff-event-banner-v2.jpg
  3. You can also perform a hard refresh, clear your browser cache or check the content in a private browser window. If the previous version remains after 24 hours, contact Vibe Support.
Can everyone manage or delete media?
Available actions may depend on your organisation’s Vibe permissions. If you cannot upload, organise, download or delete files, contact your Vibe administrator to confirm your access.