Media Library

The Media Library is a centralized repository where users can upload, store, and manage images and video files. Uploaded videos can optionally be transcribed, with the transcript automatically linked as a searchable knowledge source that can be referenced during content creation, while still being managed separately from the video file itself.

The Media Library supports filtering, searching, sorting, metadata editing (including language), and enforces existing workspace and project‑level permissions for reuse and governance of the files contained within it.

Media Library file information

The following document types are supported in the Media Library:

  • *.mov
  • *.mp4
  • *.jpeg
  • *.png

When uploading video and image files, Percipio checks the file to ensure it meets the following conditions:

  • The file size should not be greater than 100 MB.
  • The file is not password protected or encrypted
  • The file does not contain a virus or malware
  • The file is not corrupted in anyway

When you upload a video file, you can choose to generate a transcript. When you generate a transcript:

  • The transcript is stored as a knowledge source file, but is linked to the video file.
  • You can use the transcript as a reference material when creating content.
  • The transcript is treated as a separate asset. You can delete and manage its location separately from the video file.
  • The transcript is created with time stamps so you can search and find phrases at time stamps throughout the file.

Best practices

When you upload and share media files as part of LX Design Studio, we recommend the following:

  • Upload and share the media file at the right level and location based on how you intend to use it:
    • Organization level files: These are files that your entire organization would use, such as logos, company brand images and icons, and executive briefings. You should add and share these files at the workspace level so they are available to all projects under the workspace(s).
    • Project level documents: These are files that apply to a specific project space, such as leader introductions or video demonstrations. You should add and share these at a project level.
  • Avoid clutter by scoping media files to relevant locations and then sharing the files to any additional locations as needed. Do not upload a file multiple times to different locations. Use the same file and share wherever needed.
  • Upload as concise a file as possible. For example, if you have a long video where only a portion of it is relevant for your content creation initiative, break the video and only upload the relevant sections. This ensures that the Design Assistant is able to stay focused and relevant to your needs.
  • Review files that the Design Assistant recommends before adding them to the Design Brief. This ensures you have what you need for content creations.
  • Generate a transcript of any video file you use to be able to use it as a knowledge source when creating your custom content.

Manage Media Library files

Files for the Media Library may be added at the workspace or project level, but in order to manage them, you must have edit access at that level.

If you only have view-level access, you can view file details and manage locations, but not edit it. To view file details:

  1. From the Media Library page, locate the file. You can sort or filter the list to narrow the scope. You can also search if you know the file name.
  2. From the Show options menu, select View details. The file opens in a pop up dialog box.

If you have edit access to a project or workspace, you can take the following actions regarding its media files:

If you generated a transcript associated with a video file, you find the transcript in the Knowledge Sources section of your workspace or project.

Upload media files

You can add media files at the workspace or project level. When you add a media file at the workspace level, it is shared with all projects in that workspace, including any new projects that are created later.

On the Media Library page, you see both the image files added to the workspace and those added to the projects that you have access to in that workspace.

When you add a media file at the project level, it can only be accessed by collaborators on that project, and is only applied when creating content in that project.

To add a new video file to a workspace:

  1. Use the drop-down at the top of the left navigation bar to select the correct workspace.
  2. From the left navigation bar, select Media Library. You are now viewing the Media Library page.
  3. From the top right corner of the page, select Upload. This opens a pop-up.
  4. Drag and drop supported files or browse from your device's saved files to add your desired media files.
  5. Select Next.
  6. At the prompt, select whether or not you want to generate a transcript of the video file. If you select yes:
    • The transcript is stored as a knowledge source file, but is linked to the video file.
    • You can use the transcript as a reference material when creating content.
    • The transcript is treated as a separate asset. You can delete and manage its location separately from the video file.
    • The transcript is created with time stamps so you can search and find phrases at time stamps throughout the file.
  7. Give your file a title and description. This is how it displays to users in that workspace. Select Next.
  8. Select Next again to begin processing your files.
  9. Select Got it. Your media file displays shortly.

To add a new image file to a workspace:

  1. Use the drop-down at the top of the left navigation bar to select the correct workspace.
  2. From the left navigation bar, select Media Library. You are now viewing the Media Library page.
  3. From the top right corner of the page, select Upload. This opens a pop-up.
  4. Drag and drop supported files or browse from your device's saved files to add your desired media files.
  5. Select Next.
  6. Give your file a title and description. This is how it displays to users in that workspace. Select Next.
  7. Select Next again to begin processing your files.
  8. Select Got it. Your media file displays shortly.

On the Project media tab within a specific project, you see both the files added to the project and those added at the workspace level.

To add a video file to a project:

  1. From the left navigation bar, select Projects.
  2. Locate the project you want to add a media file to. From the Show options menu, select View project.
  3. Select to view the Project media tab.
  4. Select Add from the top right.
  5. Drag and drop supported files or browse from your device's saved files to add your desired media files.
  6. Select Next.
  7. At the prompt, select whether or not you want to generate a transcript of the video file. If you select yes:
    • The transcript is stored as a knowledge source file, but is linked to the video file.
    • You can use the transcript as a reference material when creating content.
    • The transcript is treated as a separate asset. You can delete and manage its location separately from the video file.
    • The transcript is created with time stamps so you can search and find phrases at time stamps throughout the file.
  8. Give your file a title and description. This is how it displays to users in that project. Select Next.
  9. Select Next again to begin processing your files.
  10. Select Got it. Your media file displays shortly.

To add an image file to a project:

  1. From the left navigation bar, select Projects.
  2. Locate the project you want to add a media file to. From the Show options menu, select View project.
  3. Select to view the Project media tab.
  4. Select Add from the top right.
  5. Drag and drop supported files or browse from your device's saved files to add your desired media files.
  6. Select Next.
  7. Give your file a title and description. This is how it displays to users in that project. Select Next.
  8. Select Next again to begin processing your files.
  9. Select Got it. Your media file displays shortly.

Share media files

You can share a media file to other projects or workspaces from its source location which is where it was originally uploaded. Anyone with access to a project or workspace where the media file was uploaded can share it to other projects or workspaces that they themselves have access to.

To share a media file that was uploaded at the project level:

  1. From the left navigation bar, select Projects.
  2. Locate the project where the media file you wish to share is contained. Select View project.
  3. Select the Project media tab and locate the file you wish to share.
  4. From the Show options menu, select Manage Locations. Note, the source location must match the project you are currently viewing in order for you to be able to share the file. In other words, the file must have been uploaded directly to that project, not shared to it from another project.
  5. Find the workspace or project to which you want to add the media file.
  6. Select or deselect the check box next to a project or workspace to manage whether the media file is available in that location.
  1. From the left navigation bar, select Media Library. On the Media Library page, you see all files added at the workspace level.
  2. Locate the file you wish to share. Note, the source location must match the workspace you are currently viewing in order for you to be able to share the file. If the file was added at the project level, you must share it directly from the project.
  3. From the Show options menu, select Manage Locations.
  4. Find the project or workspace you wish to share the file to.
  5. Select or deselect the check box next to a project or workspace to manage whether the file is available in that location. For a file shared at the Workspace level, if a user removes sharing to one or more projects under it, the file stops being shared at the workspace level and instead is shared with all individual projects in that workspace that are still checked.

Edit details

When you upload a media file, you must give it a title and description so that you and others in your organization can easily locate it. To edit these details after it has been uploaded:

  1. Locate the file from the project or workspace level.
  2. From the Show options menu , select Edit details.
  3. Update the title and description.
  4. Select Save.

Delete media files

In order to delete a media file, you must have edit access to the project/workspace that it was uploaded to. Additionally, the file must not be shared to any other locations. Before deleting a media file, it must be removed from any shared locations by a user with edit access in that location. This can be done by selecting Remove from Show options menu of the file within its shared locations. Any user with edit access to the source location can also select Manage Locations and unshare the document from all locations and then delete it.

To delete a media file:

  1. Be sure the media file has been removed from any locations to which it has been shared.
  2. Navigate to the project or workspace where the file was uploaded.
  3. Locate the file you wish to delete.
  4. From the Show options menu , select Delete. The deleted document moves to Deleted Items in the Profile menu. It can be restored for the next 30 days from there. The knowledge source gets permanently deleted on the 30th day after it has been deleted.
  5. A pop-up displays asking you to confirm. Select Delete.

Move content

If you choose to move content from one project to another:

  • The media files associated to the content item are shared with the new location.
  • The media files associated to that content remain in the source location as earlier and remained shared with all locations as earlier.
For example: You have content item in Project A in Workspace 1, and you move it to Project B in Workspace 2. The media files associated with the content are now shared with both Project A and Project B.