54.1 Media Library Overview

AIUNIFY CRM provides a Media utility for working with files used in CRM operations.

The Media workspace is available from Utilities and uses an integrated file-management interface.

54.2 Opening Media

1. Open Utilities.
2. Select Media.
3. Allow the file manager to load.
4. Review the folders and files available to your signed-in user.

54.3 User Media Access

The CRM media connector can maintain user-specific media access while also supporting a public media area.

Work only with the files and locations made available through your Media interface. Do not assume that a file available to another user or in another CRM record should also be available in your own Media area.

54.4 Browsing Files and Folders

Use the Media interface to navigate the folders and files that are available to you.

Keep files grouped logically so they can be found again when needed in CRM content, communications, or other supported workflows.

54.5 Uploading Files

When the upload action is available:

1. Open the intended Media folder.
2. Select the upload action.
3. Choose the intended file.
4. Wait for the upload to complete.
5. Confirm that the file appears in the intended location.
6. Preview or open it when appropriate to verify the correct file was uploaded.

54.6 Creating Folders

When folder creation is available in the Media interface, use folders to organize related files.

Use concise names that identify the content rather than vague names such as “New Folder” or “Misc” when a more meaningful business label is available.

54.7 Renaming Files

Rename a file when the existing name does not accurately identify the content and the Media interface allows the operation.

Before renaming a file already used elsewhere in CRM content, consider whether another record may rely on the current file location or name.

54.8 Moving Files

Where move operations are available, move a file only when the destination is the correct long-term location.

Review existing CRM usage before moving a file that may already be referenced from another record.

54.9 Downloading Files

Use the file manager's download operation when you need a local copy of an available Media file.

Store downloaded Customer or business material according to your organization's data-handling practices.

54.10 Deleting Media

Deleting a Media file can affect later access to that file.

Before deleting:

• Verify the exact file.
• Confirm it is no longer needed.
• Check whether it is referenced by CRM content.
• Confirm that a replacement or retained copy exists when necessary.

54.11 Public Media Considerations

The underlying Media system contains a public Media location in addition to user-oriented Media storage.

If your interface exposes public content, treat placement there as a visibility decision. Do not place confidential Customer, employee, financial, or internal material in a public location.

54.12 Recommended Media Workflow

1. Open Media.
2. Navigate to the correct folder.
3. Search or browse before uploading duplicates.
4. Upload the file.
5. Verify the file.
6. Organize it using the file-management actions available to you.
7. Use or download the file as required.
8. Delete only after checking that it is no longer referenced or required.

54.13 Best Practices

• Use descriptive file and folder names.
• Avoid duplicate uploads.
• Keep confidential material out of public locations.
• Verify files after upload.
• Be cautious when renaming or moving files already in use.
• Confirm dependencies before deletion.