{"id":155925,"date":"2026-11-03T11:07:17","date_gmt":"2026-11-03T11:07:17","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=155925"},"modified":"2026-11-03T13:15:06","modified_gmt":"2026-11-03T13:15:06","slug":"viewing-all-list-attachments-in-the-media-library","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/viewing-all-list-attachments-in-the-media-library\/","title":{"rendered":"Viewing All List Attachments in the Media Library"},"content":{"rendered":"
\n

Media Library<\/strong> is a full screen that shows all record attachments in one grid, with search, filtering by file type, grouping, and sorting, and downloading or deleting multiple files at once.<\/p>\n

\n

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

Note:<\/strong> The library shows the attachments of the records you opened the Media Gallery from: the attachments of records shown based on the current list filters, or the record’s own attachments if you opened it from the record’s view page.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Opening the Media Library<\/strong><\/a><\/li>\n
  2. Library Parts<\/strong><\/a><\/li>\n
  3. Searching and Filtering by Type<\/strong><\/a><\/li>\n
  4. Grouping, Sorting, and Layout<\/strong><\/a><\/li>\n
  5. Selecting Multiple Files to Download or Delete<\/strong><\/a><\/li>\n
  6. Common Issues and Solutions<\/strong><\/a><\/li>\n
  7. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Opening the Media Library<\/h2>\n
      \n
    1. Open a records list, such as Expenses<\/a>, and click any attachment thumbnail to open the Media Gallery<\/strong>.<\/li>\n
    2. Click View All<\/strong> next to the thumbnails bar at the bottom of the gallery.<\/li>\n<\/ol>\n

      In lists that show the attachments column, the library also opens when you click the remaining attachments count icon in the record’s row.<\/p>\n

      Library Parts<\/h2>\n\n\n\n\n\n\n\n
      Part<\/th>\nContent<\/th>\n<\/tr>\n
      Search box<\/td>\nAt the top of the screen, labeled Search by name<\/strong>.<\/td>\n<\/tr>\n
      Media types<\/td>\nAll Media<\/strong>, Images<\/strong>, Videos<\/strong>, Documents<\/strong>, Audio<\/strong>, and Others<\/strong>, with the number of files next to each type.<\/td>\n<\/tr>\n
      Layout tools<\/td>\nThe Grid layout<\/strong> and Justified layout<\/strong> buttons, and the Group by<\/strong> and Sort by<\/strong> menus.<\/td>\n<\/tr>\n
      Files area<\/td>\nFile cards, with the file name and the record amount, if any, below each card. When grouped by record, the record type, number, and amount appear above each group.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      Click any card to open the file in the Media Gallery<\/strong>. To close the library, click \u00d7 at the top of the screen.<\/p>\n

      Searching and Filtering by Type<\/h2>\n
        \n
      • Type the file name or record number, such as 000026, in the Search by name<\/strong> box to show matching files only.<\/li>\n
      • Click one or more media types to show their files; for example, you can select Images and Documents together.<\/li>\n
      • To cancel filtering by type, click Clear all<\/strong>.<\/li>\n
      • The count next to each type updates based on the current search.<\/li>\n<\/ul>\n

        Grouping, Sorting, and Layout<\/h2>\n\n\n\n\n\n\n
        Tool<\/th>\nOptions<\/th>\n<\/tr>\n
        Group by<\/strong><\/td>\nRecord<\/strong> (default): each record’s files appear together under its type and number, and the group order is fixed by record. Or None<\/strong>: all files appear together.<\/td>\n<\/tr>\n
        Sort by<\/strong><\/td>\nDate uploaded<\/strong> (default), Name<\/strong>, or Size<\/strong>. When grouped by record, it sorts the files within each group only.<\/td>\n<\/tr>\n
        Layout<\/td>\nChoose Grid layout<\/strong> or Justified layout<\/strong> from the two buttons next to the Group by menu.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Selecting Multiple Files to Download or Delete<\/h2>\n
          \n
        1. Hover over a file card, then click the checkbox in its corner.<\/li>\n
        2. Select the rest of the files, and Selected (number of files)<\/strong> appears at the top of the screen with the Download<\/strong> and Delete<\/strong> buttons.<\/li>\n
        3. Click Download<\/strong> to download the selected files, or Delete<\/strong> to delete them from their records.<\/li>\n<\/ol>\n

          To clear the selection, click the Selected<\/strong> box.<\/p>\n

          \n

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

          Warning:<\/strong> Deleting files from the library deletes them from the records themselves. Deleting requires edit and delete permissions on the records.<\/p>\n<\/div>\n

          Common Issues and Solutions<\/h2>\n\n\n\n\n\n\n\n
          Message<\/th>\nCause<\/th>\nSolution<\/th>\n<\/tr>\n
          No results found<\/strong><\/td>\nNo file matches the search or the selected media types.<\/td>\nChange the search keyword, or click Clear all<\/strong> to cancel filtering by type.<\/td>\n<\/tr>\n
          Could not load media<\/strong><\/td>\nAn error occurred while loading the media library.<\/td>\nClick Retry<\/strong>.<\/td>\n<\/tr>\n
          Could not download attachments<\/strong><\/td>\nThe download of the selected files couldn’t start.<\/td>\nTry again.<\/td>\n<\/tr>\n
          Could not delete attachments<\/strong><\/td>\nThe selected files couldn’t be deleted, for example, because you don’t have delete permission.<\/td>\nCheck your permissions on the records, then try again.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

          FAQs<\/h2>\n

          Does the library show the attachments of all records in the section?<\/h3>\n

          No. It shows the attachments of the records shown based on the list filters when you open it. To view other records’ attachments, change the list filters, then open the library again.<\/p>\n

          Can I search by record number?<\/h3>\n

          Yes. The search box searches the file name and the record number.<\/p>\n

          Can I select more than one file type at the same time?<\/h3>\n

          Yes. Click each type you want, such as Images and Documents, and the files of the selected types appear together.<\/p>\n<\/div>\n","protected":false},"author":39,"featured_media":0,"template":"","categories":[2036,2126,2089,2188,2108],"tags":[28120,28119,28021,28020,28112,23073,28118,28111,28107,28113,28096,28122,28106,28114,28115,28126,28125,28101,28124,28109,28116,28016,28017,28123,28108,28117,28018,28022,28121,28110],"class_list":["post-155925","tutorial","type-tutorial","status-publish","hentry","category-sales","category-clients","category-workflows","category-purchases","category-accounting","tag-attachment-deletion","tag-attachment-download","tag-attachment-management","tag-attachment-visibility","tag-audio-files","tag-bulk-delete","tag-bulk-download","tag-document-files","tag-file-filtering","tag-file-grouping","tag-file-management","tag-file-organization","tag-file-search","tag-file-sorting","tag-grid-layout","tag-how-to-delete-multiple-attachments","tag-how-to-download-multiple-attachments","tag-how-to-manage-record-attachments","tag-how-to-use-media-library","tag-image-files","tag-justified-layout","tag-media-gallery","tag-media-library","tag-media-library-troubleshooting","tag-media-types","tag-multiple-file-selection","tag-record-attachments","tag-record-filters","tag-search-by-record-number","tag-video-files"],"yoast_head":"\nViewing All List Attachments in the Media Library - 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