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Use the Media screen to manage your company’s media library: images, videos and PDF documents that you can tag with products and embed.

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Where to find it

In the admin sidebar, under Storefront, select Media.
To open this screen, your role needs View only or Full access for Media. To add, duplicate, edit or delete media, it needs Full access. On the Roles screen, Media is in the Content & Website card. Open the card and set access from the Media area’s menu, not the card’s.

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What’s on the screen

The top of the page has a view switcher with three views: Table view, Grid view and Grouped by product. Next to it are Export, Bulk Upload and Add Media. Grid view is the default, and the screen remembers the view you last used. On small screens, the view switcher, Export and Bulk Upload are hidden. Export downloads a CSV file of your media with each item’s title, type, file URL and status. Each media item has a status:
  • Active: published and live.
  • Inactive: a draft, hidden from public view.
  • Scheduled: set to go live at a future date and time.

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Grid view

  • Search with the Search media… box.
  • Use the sort menu to sort by Title, Type or Date Created, Ascending or Descending. The default is Date Created, newest first. Sorting by Type groups the page into Images, PDFs, Videos and Other.
  • Filter with Type (Image, Documents or Videos) and Status (Active or Inactive). Clear Filters removes both.
  • Click a card to open it.
  • Hover over a card to open its menu: Preview, Edit and Delete.
  • Hover over a card and tick its checkbox to select it. Once you’ve selected items, Select all selects every item on the page, and the selected menu offers Associate to Products, Change Status, Clear Selection and Delete.
  • At the bottom, choose Items per page (25, 50 or 100) and move with Previous and Next.

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Table view

  • The All, Videos, Images and Documents tabs filter by type.
  • Use the search box, and the filter button for Type and Status.
  • Columns: Preview, Title, Type, Status, Countries and Date Modified. You can sort by Title and Date Modified. Countries shows All when the item is available in every country you sell in.
  • Click a row to open the item.
  • Each row’s actions menu has Edit, Associate to Products, Change Status (with Set Active and Set Inactive) and Delete. Select rows to use the same actions on several items at once from the table header’s menu, where the labels include the count, such as Set 3 Active or Delete 3 rows.

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Grouped by product

This view lists your products, 12 per page, with the media tagged to each. Search with Search products…, and use the Media Status filter to show products With Media or Without Media. Click a product’s header to see all its media, and click a thumbnail to open that media item.

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Add a media item

1

Start a new item

Click Add Media. The New Media page opens.
2

Choose the file

In the Media card, click Select Media and choose one image, video or PDF.
3

Enter the details

In Media Details, enter a Title (required) and, if you want, a Description. For a video, you can set its thumbnail with Select Video Frame or Select New Image.
4

Tag products

In Tagged Products, click Add Product to tag up to 100 products.
5

Set the options on the right

Set the Status, SEO And Link Sharing, Theme Template, Countries and Tags. A new item starts as Published. Leave Countries empty to make the item available in every country you sell in.
6

Save

Click Save. The page changes to the new item’s Media Details page.
If your active theme has no default media template and you haven’t chosen a Theme Template, a Your theme has no media template dialog appears when you save. Click Create template to create one and save the item. If you click Not now, the item isn’t saved. To add a call-to-action button, click CTA Button: Off (or On) in the Media card, turn on Enable call-to-action button, choose the action (Page, Cart, Email or Phone), set it up, and click Done. Then save the item.

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Upload several files at once

1

Open bulk upload

Click Bulk Upload.
2

Select the files

Click Select Assets and choose up to 20 assets from your asset library.
3

Review each file's settings

A table shows one column per file. Each file gets a Title from its file name, with Active and Search engine listing turned on and all your countries selected. You can change the Title, Active, Search engine listing, Description, Products, Media Theme, Countries and Tags for each file.
4

Edit several files together (optional)

Tick the checkbox at the top of several columns, or Select All. A change you make in one ticked column then applies to all of them. Title and Description can’t be edited while a column is ticked.
5

Create the media

Click Create Media. A confirmation message appears and you return to the media list.
If your active theme has no default media template, the template dialog appears after the media are created. Your media are saved either way.

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Edit a media item

1

Open the item

Click the item in any view. Its Media Details page opens.
2

Make your changes

Change the file with Replace Media, or change any field or card.
3

Save

Click Save. Save is available once you’ve changed something.
On a saved item, the top of the page also has Preview, which opens the item’s storefront page in a new tab, and an Actions menu with:
  • Duplicate: creates a copy titled with - Copy added, as a Draft, with the same tagged products. The copy includes any changes you haven’t saved, and opens when it’s created.
  • Embed: shows code you can copy to embed the item on a website or blog.
  • Translations: opens a panel where you translate the Media Title and Description, and choose a different file for each language. On very wide screens, Translations is a separate button.
  • Delete: deletes the item.

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Set the status

In the Status card, choose Published, Draft or Scheduled, then click Save. For Scheduled, pick a date and time and click Schedule Activation. In the media list, Published items show as Active and Draft items as Inactive.
Don’t use Scheduled to keep an item private. Use Draft until you want it to be reachable.
In the SEO And Link Sharing card, click Edit. Set the SEO Image, Title Tag and Meta Description, which control how the item looks in search results and when its link is shared. The Preview shows how the item looks as a Google Search Result, a Text Message or on X (formerly Twitter). Turn off Search engine visibility to keep search engines from listing the item. Click Done, then click Save. Done stays unavailable until the Title Tag has at least 3 characters and the Meta Description at least 5; Cancel closes the panel without keeping your changes. When you first add an image file, it’s also used as the SEO image unless you’ve already set one.

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Change the status of several items

1

Select the items

In grid view, select the items’ checkboxes. In table view, select the rows.
2

Choose the new status

In grid view, open the selected menu, choose Change Status, then Active or Inactive. In table view, open the table header’s menu, choose Change Status, then Set 3 Active or Set 3 Inactive (the number matches your selection).
3

Confirm

In the Change status to Active? or Change status to Inactive? dialog, click Confirm.

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Tag products to several items

1

Select the items

Select the items in grid or table view, then choose Associate to Products from the selection or actions menu.
2

Add products

Add each product you want. Each product you add is tagged to all the selected items right away. Click Done when you’re finished.
To remove a tagged product, open the media item and remove it from Tagged Products, then click Save.

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Delete media

1

Choose Delete

Choose Delete from a card’s menu, a row’s actions menu, or the selection menu. On an item’s page, choose Delete from the Actions menu.
2

Confirm

Confirm in the dialog.
Deleting media can’t be undone.

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Frequently asked questions

Check that you’ve chosen a file in the Media card and entered a Title. If you’re creating an item and the Your theme has no media template dialog appeared, choose Create template. If you choose Not now, the item isn’t saved.
Your role doesn’t have Full access for Media. Bulk Upload is also hidden on small screens. Ask an admin who manages roles to update your role. See Roles.