Media Manager Documentation

The Media Manager is a centralized media asset management system within the platform that enables administrators to upload, organize, categorize, and associate media files with specific AI agents. It provides a scalable and intelligent repository for handling documents, videos, images, and URL-based assets while maintaining complete control over agent-specific media access and contextual media delivery.

Accessing Media Manager

The Media Manager operates within the context of a selected AI agent. Administrators must first select an AI agent and then open the Media Manager tab to manage media files specifically associated with that agent.

This agent-scoped architecture ensures that media assets remain tailored and organized for each AI agent, preventing unintended media sharing across agents.

Navigate to the AI Agents section from the platform sidebar.
Select the desired AI agent.
Open the Media Manager tab.
Manage uploaded, imported, and linked media assets.

Figure 1 — Accessing Media Manager from AI Agents. Navigate to AI Agents and click the Media Manager tab at the top of the console.

Media Statistics Dashboard

The statistics panel at the top of the Media Manager provides administrators with a complete overview of all media assets stored within the platform. These statistics help monitor media storage usage, asset distribution, upload methods, and processing status.

Figure 2 — Media Statistics Panel. Shows Total Files, Total Size, Uploaded count, URL Imports, AI Generated assets, and Completed files.

stat	desc
Total Files	Total number of files available in the media library.
Total Size	Combined storage consumed by all media assets.
Uploaded	Number of files uploaded directly from local devices.
URL Import	Number of assets imported using public URLs.
AI Generated	Number of assets created using AI generation features.
Completed	Files fully processed and ready for linking and delivery.

Media Library

The Media Library acts as the centralized repository for all media assets available within the selected AI agent. It supports multiple media formats including documents, images, videos, and externally hosted media resources.

Administrators can search, filter, preview, edit, delete, and link files directly from the Media Library interface.

Search files instantly using media names or metadata.
Filter assets by source type.
Track media size and link status.
Manage descriptions and metadata.
Preview files before linking.
Copy public file links.
Delete unused assets.

Figure 3 — Media Library Overview. Lists all files with type badge (DOCUMENT, VIDEO, IMAGE), size, Link Status toggle, description, and action icons.

Action icons available for each file:

icon	action
✏️ Edit	Open Edit Media Context panel to update metadata and trigger phrases.
👁️ Preview	Preview the file directly in the browser.
🔗 Copy Link	Copy the public URL of the file.
🗑️ Delete	Permanently remove the file from the library.

Adding Media to the Library

The platform provides multiple methods for adding media assets into the library. Administrators can upload files directly from local storage or import publicly accessible media via URLs.

Figure 7 — Upload File and Add URL action buttons at the top of the Media Library.

4.1 Upload File

Click Upload File to upload documents, videos, and images directly from local devices. Supported formats include PDF, MP4, JPEG, PNG, and other common media types. Maximum file size limits apply per upload.

4.2 Add Media from URL

The Add URL feature allows administrators to import externally hosted media assets without downloading them locally. This is especially useful for marketing videos, hosted brochures, cloud-hosted documents, and image resources.

Figure 8 — Add Media from URL Dialog. Enter a public Media URL (YouTube, Vimeo, image services, documents), Display Name, Description, and Tags.

field	details
Media URL *	Any publicly accessible URL — YouTube, Vimeo, image links, documents, or direct media links.
Display Name *	Human-readable name for the file (max 100 characters).
Description	Brief description or context for the media file (max 500 characters). Optional.
Tags	Comma-separated tags for better organization and search (e.g. brochure, project, v2, official). Optional.

Link Status Management & Media Context

5.1 Link Status Management

Each media file contains a Link Status toggle that determines whether the file is accessible to the currently active AI agent.

This mechanism ensures that agents only access explicitly assigned media assets, maintaining proper separation between different business use cases.

status	toggle	meaning
Unlinked	Gray toggle	File exists in the library but is not accessible to the active agent.
Linked	Blue toggle	File is associated with the selected AI agent and available during interactions.

Figure 4 — Unlinked Media Status. The toggle is gray — this file is in the library but not accessible to the active agent.

Figure 5 — Linked Media Status. The toggle is blue — this file is associated with the selected AI agent and available during interactions.

5.2 Edit Media Context & Metadata

The Edit Media Context panel allows administrators to enrich media files with AI-searchable metadata and conversational instructions.

This metadata directly influences how and when AI agents use media during conversations.

Figure 6 — Edit Media Context Interface. Configure Display Name, File Type, Brief Summary, Key Attributes, and Agent Instructions (Verbal Trigger Phrases) for each asset.

field	desc
Display Name *	Human-readable file title. Appears in UI and is used for search matching.
File Type	Classification of media assets. Used for filtering and relevance hints.
Brief Summary *	AI-searchable description for better search relevance. Strong signal for AI search (max 1500 characters).
Key Attributes	Structured metadata values. Add concise key-value facts the AI can match on (e.g. Project: Orchid Towers, Unit Type: 2 BHK).
Verbal Trigger Phrases	Conversation trigger for automatic media delivery. When users ask related questions, the AI agent can automatically identify and deliver the appropriate media asset.

Recommended Workflow

The following workflow is recommended for efficient and organized media management:

Select the target AI agent.
Open the Media Manager tab.
Review Media Statistics.
Upload or import required media assets.
Configure metadata and trigger phrases.
Link files to the active AI agent.
Verify link status and media availability.
Test AI responses using linked media.

Best Practices

Use clear display names and summaries for better AI search accuracy.
Add descriptive trigger phrases for intelligent media delivery.
Avoid linking unnecessary files to agents.
Regularly review unused or outdated media assets.
Use tags and metadata consistently for easier organization.
Verify public URL accessibility before importing media.

Conclusion

The Media Manager provides a powerful and scalable solution for managing AI-driven media workflows within the platform. By combining centralized storage, metadata-based search, intelligent media delivery, and agent-specific linking, the platform enables administrators to build highly contextual and automated media experiences for AI agents.