# Manage the library: find, check, delete

The **Library** holds everything your displays can show: files and configured apps. Find an item, see where it runs, rename it, and delete what you no longer need. Deleted files stay in the trash for a while, so you can bring them back.

> **Type:** guide
> **For:** anyone who keeps the library tidy
> **Prerequisite:** the Owner or Manager role. App contents appear with the permission **List app contents**.
> **Where in the portal:** **Library**

## Find files and app contents

The sidebar decides what the grid shows.

| Entry | Shows |
|---|---|
| **Everything** | files and app contents, with the app contents first |
| **App contents** | your configured apps only, see [Create, configure, and maintain app contents](/content/app-contents) |
| **Images**, **Videos**, **Documents** | files of one kind. **Documents** includes PDF, Word, PowerPoint, and Excel files. |
| **Recently added** | the newest files |
| **Needs attention** | app contents that no longer work as they should. The entry appears only if there are any. |
| **Trash** | deleted files |

Folders, saved filters, and places sit in between, see [Folders, tags, and saved filters](/content/folders-tags-filters). To add something, click **New** at the top right: **Upload file**, **App content**, **Design a scene**, or **Playlist**. Entries you have no permission for are missing.

**Search the library** searches names in the **Current folder** or **Everywhere**. The chips **All**, **In use**, and **Not in use** filter by use. **Filters** narrows the grid by format, tags, period, and size. **Sort** and **View** change the order and the layout: **Tiles**, **List**, or **Gallery**. App contents appear only in **Tiles**, and a format filter hides them.

![The Library area with the sidebar made up of All, App contents, the kinds of files, folders, and Trash (1), the filter bar with search field, Sort, View, usage, and Filters (2), the tile grid of contents (3), and the New button (4)](/content/bilder/6457505f-media-overview.png)

## Steps

### Rename a file or add tags

1. Click the file. **Media details** opens on the right.
2. Change the **Name**. Under **Tags**, type a tag and press Enter.
3. Click **Save**.

**Download** saves the original file. **Show media preview large** opens the preview in full size.

![The open Media details next to the grid: the preview, which you can enlarge through “Show media preview large” (1), the Details and Usage tabs (2), the Name and Tags fields with Save (3), and the footer with Download and Delete (4)](/content/bilder/f24212f3-media-details.png)

### Check where an item is used

For a file, switch to **Usage** in **Media details**. It lists every published scene and the brand settings that use the file. **Not used anywhere.** means you can delete it safely. The card of an app content names its uses instead, such as “in 3 scenes and 1 playlist”.

### Delete and restore

1. In **Media details**, click **Delete** and confirm with **Delete**. The file moves to the **Trash**.
2. To bring it back, open **Trash** in the sidebar and click **Restore**.

Files stay in the trash for 30 days by default, and each one shows how many days are left. Then they are removed for good. **Delete permanently** removes a file right away and can't be undone. Files in the trash don't count against your storage.

An app content has no trash. Choose **Delete** in the menu of its card. It is gone for good.

> **Caution:** A file that a scene or the brand uses can't be deleted, and neither can an app content that runs somewhere. Remove it from the scenes, playlists, and programs first. This way, nothing disappears that is playing on a display right now.

## Check the result

A renamed file shows its new name, and the portal confirms with **Changes saved**. A deleted file disappears from its folder and appears in the **Trash**. After **Restore**, it is back in its old folder.

## When processing fails

A file in the state **Error** shows a sentence under **Processing failed** in its details. It names the cause and tells you what to do. **Process again** appears only where a restart can change the result.

| The sentence says | **Process again** |
|---|---|
| “The file is protected by a password. Save it without a password and upload it again.” | not offered |
| “The file is damaged or incomplete. Open it on your computer, save it again and upload it again.” | not offered |
| “The file is not a valid PDF. Export the document as a PDF again and upload it once more.” | not offered |
| “A page is too demanding to prepare. Export the PDF with smaller images or a lower resolution and upload it again.” | offered |
| “Preparing the file took too long. Restart processing in the library. If that does not help, split the document into smaller files.” | offered |
| “The file is too large. Documents can be at most 100 MB. Make the file smaller and upload it again.” | not offered |
| “The file could not be converted to a PDF. Save it as a PDF in your application and upload the PDF.” | offered |
| “Converting Office files is not available right now. Restart processing in the library later or upload the file as a PDF.” | offered |
| “Upload the file again or restart processing in the library.” | offered |

The portal sends the same sentence in the notification **Media not processed**, see [Notifications](/organization/notifications).

## If something goes wrong

| Symptom | Cause | Solution |
|---|---|---|
| **Delete** is grayed out or rejected | A file is used in a scene or the brand. An app content runs in a scene, a playlist, or a program. | Check where it is used, remove it there, then delete it. |
| The tile shows **Preparing pages** or **Page 3 of 12 prepared** | Not an error. The pages of a document are still being prepared. | Wait. The library updates itself. |
| A file is gone from the trash | Its time in the trash is over, or someone deleted it permanently. | Upload the file again. |
| A video shows a note instead of playing | The original uses a format the browser can't play, such as HEVC. | Wait until the portal has prepared a playable version. |
| An old download link doesn't work | Download links are only valid for about 15 minutes. | Click **Download** again. |

## Related

- [Upload media](/content/upload-media)
- [Folders, tags, and saved filters](/content/folders-tags-filters)
- [File types, sizes, and storage](/content/file-types-and-storage)