Media Manager

Photos added in the Media section of records within applications will appear in the Media Manager app. Photos can also be added directly to the Media Manager app. You can upload a file using the Add button, or drag and drop the file from your desktop.

To add photos to the Media Manager app, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

   Note You cannot add media at the domain root.  You must be in a project or partition to upload media.

2. Navigate to the Media Manager application (Apps > Media Manager).

3. To upload a file, perform one of the following actions:

   • Select Add from the action bar. Navigate to the appropriate file through File Explorer and select Open. Only acceptable media file types will appear for selection in File Explorer.  Acceptable media file types include PNG, JPG, GIF, and TIF files.

     Note Note that if you are using Microsoft Edge as your browser, you may be able to take advantage of the Upload from Mobile feature to access files on your mobile device. For more information, refer to https://www.microsoft.com/en-us/edge/features/mobile-upload.

   • Drag the file from a location on your desktop and drop it onto the main Media Manager page. Only acceptable media type files can be dropped onto the Media Manager page. Acceptable media file types include PNG, JPG, GIF, and TIF files.

   • In the Mobile host, select the Add icon , then choose Select Photo or Take Photo.

     

4. Once the file is ready, the Add Files dialog box appears. If desired, enter text in the Comment field. This text will be applied to the Caption field and appear as an overlay on the image in the thumbnail view. If there is no text added here, the Caption field will contain the file name. The Caption field can be edited from the detail view of the file. Click Ok to complete the upload.

   

You can use the built-in By Source log view to view files by the application they were added to. Log views can be applied to both the thumbnail view and list view.

To apply a log view, click on the current view name. Select from one of the existing built-in views, or select Manage Views to create your own. Select thumbnail or list view .

For more information on log views, including how to create new ones for yourself or others, refer to Log Views and Log Reporting.

To download one or more image files to your desktop, complete the following steps:

1. To download an individual file, select the file to open the detail view. Select Download from the action bar.

   

2. To download multiple files into a zip file, select the list view . Select the check boxes next to the files you want to download, and select Download from the action bar.

   

3. Enter or modify the file name as desired and select a location for the downloaded file. Click Save.

To edit the details associated with the image file, select it from thumbnail or list view to open the detail page. Select Edit from the action bar. Update fields as appropriate.

You can update several detail fields for media manager records at one time by using the Multi Edit function.

Important You must be in the list view to select multiple files for editing.

To do so, select the list view and complete the following steps:

1. Select the check boxes next to the records you want to edit.

2. Select Multi Edit from the action bar. The Multi Edit page opens.

3. You can edit individual fields. To copy a field value to other records, select the value on the record. Select Copy to All to copy the value to all other records, or select Copy to Selected to copy the value to selected records.

   

   Note The Multi Edit page lists fields from the log view applied when Multi Edit is selected. To update fields which are not present on the default log view, create a new log view that includes all the fields you want to edit and then apply that log view before selecting Multi Edit.

4. Click Save when you are done.

To send a file from Media Manager as a message to another Kahua user or email address, complete the following steps:

1. Select the file to open the detail view.

2. Select Send from the action bar to open the New Message page.

3. The image file is added as an attachment to the new message.  Enter the appropriate recipients, message text, and add any additional attachments as desired.

4. Click Send to send the message. For more information on sending messages, refer to Messages app.

To view the history of the file, select it from thumbnail or list view to open the detail page. Select the History icon from the action bar. To see more details for an individual history item, select view edit next to that item.

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

• View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

  

  Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
  Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.

• Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.

• View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.

• Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:

  • Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.

• Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

  Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

  Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.

• Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.

  

• Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.

• Close - Select the close icon to close the currently open item.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Can add, configure, delete, download, edit, markup, open, send, share, and view media.
Contributor	Can add, download, edit, markup, open, send, and view media.
Moderator	Can add, delete, download, edit, markup, open, send, share, and view media.
Observer	Can download, open, and view media.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.