{"id":155915,"date":"2026-11-03T11:05:58","date_gmt":"2026-11-03T11:05:58","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=155915"},"modified":"2026-11-03T13:12:01","modified_gmt":"2026-11-03T13:12:01","slug":"viewing-attachments-in-the-media-gallery","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/","title":{"rendered":"Viewing Attachments in the Media Gallery"},"content":{"rendered":"
\n

Media Gallery<\/strong> is a full screen that opens when you click any attachment in a records list or on a record’s view page, so you can preview the file and move between attachments without downloading them or opening each record separately. This guide explains how to open the gallery, its parts, previewing files, navigation, and the available actions.<\/span><\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> The gallery shows attachments based on your permissions on the records, and actions such as downloading and deleting also appear based on your permissions.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Opening the Media Gallery<\/strong><\/a><\/li>\n
  2. Gallery Parts<\/strong><\/a><\/li>\n
  3. Previewing Files<\/strong><\/a><\/li>\n
  4. Moving Between Files<\/strong><\/a><\/li>\n
  5. File Details<\/strong><\/a><\/li>\n
  6. File Actions<\/strong><\/a><\/li>\n
  7. Keyboard Shortcuts<\/strong><\/a><\/li>\n
  8. Common Issues and Solutions<\/strong><\/a><\/li>\n
  9. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Opening the Media Gallery<\/h2>\n\n\n\n\n\n
    Where to open it from<\/th>\nWhat it shows<\/th>\n<\/tr>\n
    From a records list, such as Expenses<\/a>: click the attachment thumbnail in the record’s row.<\/td>\nOpens the gallery on the file you clicked, and you can move from it between the attachments of all records shown in the list based on the current search and filters, including records on the next pages.<\/td>\n<\/tr>\n
    From a record’s view page: click the file in the Attachments<\/strong> section.<\/td>\nShows this record’s attachments only.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    The gallery opens over the current page, and when you close it, you return to the page you opened it from.<\/p>\n

    Gallery Parts<\/h2>\n\n\n\n\n\n\n\n
    Part<\/th>\nContent<\/th>\n<\/tr>\n
    Top of the screen<\/td>\nThe record type and number, such as Expense #000034<\/strong>; clicking it opens the record in a new tab. Next to it is the record’s total amount for records with a monetary value, such as expenses, and below it is the file size.<\/td>\n<\/tr>\n
    Toolbar<\/td>\nThe Download<\/strong>, Delete<\/strong>, Copy link<\/strong>, File details<\/strong>, and Close<\/strong> icons.<\/td>\n<\/tr>\n
    Preview area<\/td>\nShows the current file, with the Previous file<\/strong> and Next file<\/strong> arrows on either side.<\/td>\n<\/tr>\n
    Thumbnails bar<\/td>\nAt the bottom of the screen; it shows file thumbnails with the current file highlighted, and next to it is the View All<\/strong> button to open the Media Library.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Previewing Files<\/h2>\n\n\n\n\n\n\n\n
    File type<\/th>\nPreview<\/th>\n<\/tr>\n
    Images (JPG, PNG, GIF, BMP, WebP, and HEIC)<\/td>\nThe image appears at a size that fits the screen. You can Zoom in<\/strong>, Zoom out<\/strong>, Fit to screen<\/strong>, and view the Actual size 100%<\/strong>.<\/td>\n<\/tr>\n
    PDF files<\/td>\nDisplayed inside the gallery with page navigation (for example, Page 1 of 10<\/strong>), zoom in and out, Fit width<\/strong>, Rotate counterclockwise<\/strong>, Print<\/strong>, and Show page thumbnails<\/strong>.<\/td>\n<\/tr>\n
    Video and audio<\/td>\nPlayed inside the gallery with a player that includes play, pause, seek, and volume controls.<\/td>\n<\/tr>\n
    Other types, such as Word, Excel, CSV, and ZIP<\/td>\nThe message Preview not available \u2014 click Download to view.<\/strong> appears.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Moving Between Files<\/h2>\n
      \n
    • Click the Next file<\/strong> or Previous file<\/strong> arrow on either side of the preview.<\/li>\n
    • Or click any thumbnail in the bottom bar to go to it directly.<\/li>\n
    • When you open the gallery from a list, navigation automatically continues to the attachments of records on the next pages without changing the page.<\/li>\n
    • To view all files in one grid, click View All<\/strong>. Read Viewing All List Attachments in the Media Library<\/strong>.<\/li>\n<\/ul>\n

      File Details<\/h2>\n

      Click the File details<\/strong> icon in the toolbar to show the Details<\/strong> panel, which includes:<\/p>\n\n\n\n\n\n
      Section<\/th>\nContent<\/th>\n<\/tr>\n
      File Details<\/strong><\/td>\nName<\/strong>, Type<\/strong>, Size<\/strong>, and Created<\/strong>. For documents, also Pages<\/strong>, Author<\/strong>, and Modified<\/strong>, if available.<\/td>\n<\/tr>\n
      Entity Details<\/strong><\/td>\nName<\/strong>: the record type, and Record<\/strong>: its number with a link to open it.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      To close the panel, click \u00d7 at its top or click the File details icon again.<\/p>\n

      File Actions<\/h2>\n\n\n\n\n\n\n\n
      Action<\/th>\nWhat happens<\/th>\n<\/tr>\n
      Download<\/strong><\/td>\nStarts downloading the file with its original name, and the message Download started<\/strong> appears.<\/td>\n<\/tr>\n
      Copy link<\/strong><\/td>\nCopies a link that opens the gallery directly on this file, and the message Link copied<\/strong> appears. The link only opens for users who have access to the record.<\/td>\n<\/tr>\n
      Delete<\/strong><\/td>\nDeletes the attachment from the record, and the message Deleted<\/strong> appears. It appears for users who have permission to delete the attachment.<\/td>\n<\/tr>\n
      Set as Default<\/strong><\/td>\nAppears for images in product and service attachments only, and makes the selected image the product’s default image.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
      \n

      \u26a0<\/span><\/p>\n

      Warning:<\/strong> Deleting an attachment from the gallery deletes it from the record itself, so make sure of the file before deleting.<\/p>\n<\/div>\n

      Keyboard Shortcuts<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n
      Key<\/th>\nAction<\/th>\n<\/tr>\n
      \u2192 or L<\/td>\nNext file.<\/td>\n<\/tr>\n
      \u2190 or H<\/td>\nPrevious file.<\/td>\n<\/tr>\n
      Home<\/td>\nGo to the first file.<\/td>\n<\/tr>\n
      T<\/td>\nShow or hide the thumbnails bar.<\/td>\n<\/tr>\n
      I<\/td>\nOpen or close the File details panel.<\/td>\n<\/tr>\n
      V<\/td>\nOpen the record the file belongs to.<\/td>\n<\/tr>\n
      Ctrl + S (\u2318 + S on Mac)<\/td>\nDownload the current file.<\/td>\n<\/tr>\n
      Ctrl + C (\u2318 + C on Mac)<\/td>\nCopy the file link, if no text is selected in the preview.<\/td>\n<\/tr>\n
      Esc or Backspace<\/td>\nClose the Media Gallery and return to the previous page.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      To zoom in and out on images and PDF files:<\/p>\n\n\n\n\n\n\n\n
      Key<\/th>\nAction<\/th>\n<\/tr>\n
      + or =<\/td>\nZoom in.<\/td>\n<\/tr>\n
      –<\/td>\nZoom out.<\/td>\n<\/tr>\n
      0<\/td>\nFit to screen.<\/td>\n<\/tr>\n
      1<\/td>\nActual size 100%.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      To move between PDF pages:<\/p>\n\n\n\n\n\n
      Key<\/th>\nAction<\/th>\n<\/tr>\n
      Page Down or J<\/td>\nNext page.<\/td>\n<\/tr>\n
      Page Up or K<\/td>\nPrevious page.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
      \n

      \ud83d\udec8<\/span><\/p>\n

      Note:<\/strong> Shortcuts don’t work while you’re typing in a text field.<\/p>\n<\/div>\n

      Common Issues and Solutions<\/h2>\n\n\n\n\n\n\n\n\n\n
      Message<\/th>\nCause<\/th>\nSolution<\/th>\n<\/tr>\n
      Preview not available \u2014 click Download to view.<\/strong><\/td>\nThe file type doesn’t support preview inside the gallery, such as Word and Excel files.<\/td>\nClick Download<\/strong> and open the file on your device.<\/td>\n<\/tr>\n
      Could not load preview<\/strong><\/td>\nAn error occurred while loading the file.<\/td>\nClick Retry<\/strong>.<\/td>\n<\/tr>\n
      This media format is not supported in this browser.<\/strong><\/td>\nThe browser doesn’t support the video or audio file format.<\/td>\nDownload the file and play it on your device, or try another browser.<\/td>\n<\/tr>\n
      This file has been deleted and is no longer available.<\/strong><\/td>\nYou opened a link to a file that was deleted from the record.<\/td>\nAsk the person who shared the link to upload the file again.<\/td>\n<\/tr>\n
      Download failed<\/strong><\/td>\nThe file download couldn’t start.<\/td>\nTry again.<\/td>\n<\/tr>\n
      Could not copy link<\/strong><\/td>\nThe link couldn’t be copied to the clipboard.<\/td>\nTry again.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      FAQs<\/h2>\n

      Do I need to open the record to preview its attachments?<\/h3>\n

      No. Click the attachment in the records list directly, and the gallery opens over the list.<\/p>\n

      Why can’t I move to other records’ attachments?<\/h3>\n

      Because you opened the gallery from the record’s view page, so it shows this record’s attachments only. Open it from the records list to move between the attachments of all records.<\/p>\n

      Does the gallery change the order of records or the filters in the list?<\/h3>\n

      No. The gallery shows record attachments based on the current filters, and when you close it, you return to the list as it was.<\/p>\n<\/div>\n

       <\/p>\n","protected":false},"author":39,"featured_media":0,"template":"","categories":[2036,2126,2089,2188,2108],"tags":[28098,28042,28103,28047,28069,28097,28055,28067,28096,28062,28050,28101,28059,28100,28044,4078,28016,28099,28102,28017,28045,28018,13860,28046],"class_list":["post-155915","tutorial","type-tutorial","status-publish","hentry","category-sales","category-clients","category-workflows","category-purchases","category-accounting","tag-attachment-permissions","tag-attachment-preview","tag-attachment-preview-issues","tag-audio-preview","tag-copy-file-link","tag-delete-attachments","tag-download-attachments","tag-file-details","tag-file-management","tag-file-navigation","tag-file-viewer","tag-how-to-manage-record-attachments","tag-how-to-preview-attachments","tag-how-to-use-media-gallery","tag-image-preview","tag-keyboard-shortcuts","tag-media-gallery","tag-media-gallery-features","tag-media-gallery-troubleshooting","tag-media-library","tag-pdf-preview","tag-record-attachments","tag-supported-file-formats","tag-video-preview"],"yoast_head":"\nViewing Attachments in the Media Gallery - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Viewing Attachments in the Media Gallery - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"Media Gallery is a full screen that opens when you click any attachment in a records list or on a record’s view page, so you can preview the file and move between attachments without downloading them or opening each record separately. This guide explains how to open the gallery, its parts, previewing files, navigation, and […]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/\" \/>\n<meta property=\"og:site_name\" content=\"Daftra Knowledge Base\" \/>\n<meta property=\"article:modified_time\" content=\"2026-11-03T13:12:01+00:00\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Organization\",\"@id\":\"https:\/\/docs.daftra.com\/#organization\",\"name\":\"Daftra\",\"url\":\"https:\/\/docs.daftra.com\/\",\"sameAs\":[],\"logo\":{\"@type\":\"ImageObject\",\"@id\":\"https:\/\/docs.daftra.com\/#logo\",\"inLanguage\":\"en-US\",\"url\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg\",\"contentUrl\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg\",\"caption\":\"Daftra\"},\"image\":{\"@id\":\"https:\/\/docs.daftra.com\/#logo\"}},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/docs.daftra.com\/#website\",\"url\":\"https:\/\/docs.daftra.com\/\",\"name\":\"Daftra Knowledge Base\",\"description\":\"Daftra\",\"publisher\":{\"@id\":\"https:\/\/docs.daftra.com\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/docs.daftra.com\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#webpage\",\"url\":\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/\",\"name\":\"Viewing Attachments in the Media Gallery - Daftra Knowledge Base\",\"isPartOf\":{\"@id\":\"https:\/\/docs.daftra.com\/#website\"},\"datePublished\":\"2026-11-03T11:05:58+00:00\",\"dateModified\":\"2026-11-03T13:12:01+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/docs.daftra.com\/en\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Viewing Attachments in the Media Gallery\"}]}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Viewing Attachments in the Media Gallery - Daftra Knowledge Base","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/","og_locale":"en_US","og_type":"article","og_title":"Viewing Attachments in the Media Gallery - Daftra Knowledge Base","og_description":"Media Gallery is a full screen that opens when you click any attachment in a records list or on a record’s view page, so you can preview the file and move between attachments without downloading them or opening each record separately. This guide explains how to open the gallery, its parts, previewing files, navigation, and […]","og_url":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/","og_site_name":"Daftra Knowledge Base","article_modified_time":"2026-11-03T13:12:01+00:00","twitter_card":"summary_large_image","twitter_misc":{"Est. reading time":"5 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Organization","@id":"https:\/\/docs.daftra.com\/#organization","name":"Daftra","url":"https:\/\/docs.daftra.com\/","sameAs":[],"logo":{"@type":"ImageObject","@id":"https:\/\/docs.daftra.com\/#logo","inLanguage":"en-US","url":"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg","contentUrl":"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg","caption":"Daftra"},"image":{"@id":"https:\/\/docs.daftra.com\/#logo"}},{"@type":"WebSite","@id":"https:\/\/docs.daftra.com\/#website","url":"https:\/\/docs.daftra.com\/","name":"Daftra Knowledge Base","description":"Daftra","publisher":{"@id":"https:\/\/docs.daftra.com\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/docs.daftra.com\/?s={search_term_string}"},"query-input":"required name=search_term_string"}],"inLanguage":"en-US"},{"@type":"WebPage","@id":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#webpage","url":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/","name":"Viewing Attachments in the Media Gallery - Daftra Knowledge Base","isPartOf":{"@id":"https:\/\/docs.daftra.com\/#website"},"datePublished":"2026-11-03T11:05:58+00:00","dateModified":"2026-11-03T13:12:01+00:00","breadcrumb":{"@id":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/"]}]},{"@type":"BreadcrumbList","@id":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-attachments-in-the-media-gallery\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/docs.daftra.com\/en\/"},{"@type":"ListItem","position":2,"name":"Viewing Attachments in the Media Gallery"}]}]}},"_links":{"self":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/155915","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial"}],"about":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/types\/tutorial"}],"author":[{"embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/users\/39"}],"version-history":[{"count":4,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/155915\/revisions"}],"predecessor-version":[{"id":155929,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/155915\/revisions\/155929"}],"wp:attachment":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/media?parent=155915"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/categories?post=155915"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tags?post=155915"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}