Files and Media Management

Qik stores the photos, videos, audio and documents your organisation uploads, and lets you organise them, control who can see them and use them across your forms, emails, websites and apps. This article explains the different kinds of media, how to upload them and how file security works.

Four kinds of media

Qik sorts every upload into one of four types, based on the kind of file:

Each type has its own list, so images, videos, audio and files are browsed separately. Your organisation may also have its own media types — for example "Logos" or "Signed Contracts" — which appear alongside the built-in ones.

The Files & Media dashboard

Open Files & Media from the sidebar to see every media type with its count, plus your recent uploads of each kind with a Browse link to the full list.

Uploading

• From the Files & Media dashboard — click Upload files and choose one or more files.
• By dragging — drag files from your computer onto the dashboard. For CSV files, you'll be asked whether to upload the file or import its contents.
• Inside a record — upload fields on forms and content types (for example a profile photo or a document on an application) upload straight into the field.
• In the rich text editor — insert images and file links while writing emails, articles and descriptions.

When you upload, you may be asked which scopes the files belong to. Large files, especially videos, keep processing in the background after the upload finishes; the record shows its processing status until it's ready.

What a media record holds

• Title — a name for the file. It starts as the file name; renaming it to something descriptive makes it easier to find.
• Body — an optional description, caption or notes.
• File name, Mimetype, File size (bytes) and File Extension — recorded automatically.
• Processing Status — whether the file is still being processed.
• Tags and scopes, like any other record.

Attachments

A file uploaded into another record — such as a document attached to a form submission or a photo on a profile — is marked as an Attachment, and its Attached To field shows the record it belongs to. Attachments are reached from their parent record rather than being standalone library items.

File security

Every media item is either public or secure:

• Secure — only people who are allowed to see the item can view or download it. Use this for anything personal or confidential.
• Public — anyone with the link can view or download it, without signing in. Use this for images on your public website, logos, and documents you want to share widely.

To change it, select the items and choose Make public or Make secure from Actions. When you use Copy Share Link on a secure item, Qik asks whether to make it public first.

Who can see an item in the dashboard also depends on its scopes and your role, in the same way as any other content.

Organising and finding files

• Use tags to group files by topic, project or purpose.
• Use scopes to control which teams or departments can see which files.
• Search each list by title, file name or tag, and filter by type, size or date.
• Save useful filters as smart lists.

Common actions

• Download — download the original file.
• Copy Download URL and Copy Share Link — copy a link to the file.
• Delete — move items to the trash, where they can be restored. See History, Versions and Trash.

Tips

• Give files descriptive titles rather than leaving camera file names like "IMG_2041".
• Keep personal documents secure, and only make files public when they're meant to be seen by anyone.
• To let AI describe or tag your images, see AI Enrichments.

FAQs