Managing media files in MediaSpace

MediaSpace is where you manage the media files — cover images, PDFs, EPUBs, samples — attached to the titles of your ONIX catalogues. The page shows how much of your storage quota is used, lists every title that carries files, and lets you inspect, download or permanently delete those files: one file at a time, all the files of a title, or the files of several titles at once.

Where to find it

• Sidebar entry: MediaSpace (the page heading reads Media Space).
• Route: /media-space. It is the page you land on after signing in.
• Available to every account on the hosted platform, without any specific permission. It does not exist on an on-premises installation of ONIXEDIT Server.

Screen overview

1. Catalogue — scopes the list to one of your catalogues. Only shown when you have more than one; the first catalogue (alphabetically) is selected when the page opens. Each entry shows the catalogue name followed by its ONIX version (ONIX 3.0 or ONIX 2.1).
2. Counters — up to four cards, described below.
3. Filters and actions — search, date range, sort order, orphan mode, and the Download Files / Delete Files buttons that act on the selected titles.
4. Titles — one row per title with files: Title, ISBN, Last Modification Date, File(s) (a link that opens the title's files), Total Size, and an Actions menu. Pages of 10, 25, 50 or 100 rows.

The counters

Card	What it shows
Media space · All catalogues	The storage used by the whole account. When your account has a quota, the line below reads x free of y and a bar shows the share used. No quota configured means your account has no storage allowance to compare against.
Files · All catalogues	The number of media files in the account, across n titles.
Media space · scope	The size of the files in the current view — the selected catalogue, Orphan files, or All catalogues — with Matching the current filters when a search or a date bound is active.
Files · scope	The number of files in the current view, across the titles listed.

The two "current view" cards only appear when something narrows the view (a catalogue, orphan mode, a search or a date); changing the sort order alone does not show them.

How to filter the list

1. If you have several catalogues, pick one in Catalogue. The list and the "current view" cards follow immediately.
2. Type in Search to match on the title or the ISBN. The list refreshes about half a second after you stop typing.
3. Use From and To to keep only titles whose last modification date falls in a range (whole days, bounds included).
4. Pick an order in Sorted by: Title (ASC) (the default), Title (DESC), Date (ASC), Date (DESC) or ISBN. Column headers are not clickable — this dropdown is the only way to sort.
5. To start over, click the Clear Filter button (the ⊗ icon next to Sorted by, shown only while a filter is active). It resets the search, the dates and the sort order — but not the orphan mode.

Selection and filters

Ticking a title keeps it selected while you browse other pages of the list; the n selected badge next to the buttons always tells you how many titles are armed. Changing the catalogue, the search, a date or the orphan mode clears the selection on purpose, so a bulk action can never hit rows you can no longer see. Changing the sort order keeps it.

How to find orphan files

1. Tick Show orphan files. The catalogue selector greys out: orphan files belong to no catalogue, so the view spans every catalogue.
2. The list, the counters (Media space · Orphan files) and the search, dates and sort order all work as usual on this view.
3. Untick the box to return to the catalogue view. Clear Filter never turns orphan mode off.

How to view the files of a title

Click the n File(s) link in the row, or open the row's ⋮ menu and choose View files.

The window lists the files of the title as cards: images are previewed, other file types show an icon. Click a card to see its Name, Type, Size and Date in the panel below; use the arrows to move through the files when there are more than three. Each card carries a download button and a red delete button. Close the window with OK — the list and the counters are refreshed at that moment.

How to download files

• One file — open the title's files, find the file and click its download button. The file is saved under its own name.
• All files of one title — open the row's ⋮ menu and choose Download files. The files arrive as a single archive.
• Files of several titles — tick the titles (across pages if needed), then click Download Files. Everything arrives as one archive named "Media".

No confirmation is asked for a download. If the server cannot assemble the files you get the message The files could not be downloaded. They may not be available on the server.

How to delete files

Deletion is permanent

There is no trash can and no undo. A deleted file has to be uploaded again. Delete files on a title and Delete Files on a selection remove every file of the titles concerned, not just the one you were looking at.

• One file — open the title's files, click the red delete button on the file's card and confirm with Yes (Do you really want to delete this media file?). The card disappears at once; the list and the counters update when you close the window.
• All files of one title — open the row's ⋮ menu, choose Delete files and confirm with Yes.
• Files of several titles — tick the titles, click Delete Files and confirm with Yes (All the media files of these selected titles will be deleted. Are you sure you want to proceed?).

After a deletion the counters are refreshed and the list returns to its first page. Only failures are reported (The files could not be deleted. Please try again.); a successful deletion simply updates the page.

Tips

• Storage figures are unavailable right now on the first card means the quota could not be read at that moment; the list itself is unaffected. Reload the page to try again.
• Your catalogues could not be loaded. Showing files from every catalogue. means the catalogue list failed to load; the page then lists the files of every catalogue and hides the selector.
• Sizes are rounded to two decimals and switch to GB from 1024 MB. Small differences between a card and the sum of a column are rounding, not missing files.
• The File(s) window shows the files as they were when the list was loaded. If files changed on the server in the meantime, close the window (which reloads the list) and open it again.

Frequently asked questions

Why can't I see MediaSpace in the sidebar?

MediaSpace is a service of the hosted platform. On an on-premises installation of ONIXEDIT Server the entry is removed and its address redirects to Preferences. On the hosted platform every account sees it.

Why is there no Catalogue selector on my screen?

The selector only appears when your account has more than one catalogue. With a single catalogue the list is already scoped to it.

What is an orphan file?

A media file that is no longer linked to any title in your catalogues. It still counts against your storage quota, which is why MediaSpace lets you list and delete orphan files.

Does the search box look inside file names?

No. The search matches the title and the ISBN of the records, not the names of the files attached to them.

Can I undo a deletion?

No. Deleted media files cannot be recovered from the Dashboard; they have to be uploaded again. The Yes/No confirmation is the only safeguard.

Does deleting media files delete the book record?

No. Only the files are deleted; the title itself is untouched and simply reports fewer files.

In what format do downloads arrive?

Downloading the files of one or several titles produces a single archive named "Media". A single file downloaded from the title window keeps its own file name.

Related

• Sign in, language and theme
• Preferences › Media Space — where ONIXEDIT Server's media storage zones are configured
• Preferences › Media Files — which media file types are accepted and how they are named