Gallery
Keep one shared library of images, videos and documents your team can reuse across WhatsApp, your store and your app.
What it does
Gallery is your company's media library: the images, videos and documents you have uploaded or generated, ready to pick anywhere in the admin panel that asks for a file.
When to use it
Use it to add the artwork and documents you send or display - campaign headers, category and product images, adverts, app notifications and your logo - and to check, download or tidy up what is already there. Upload a file once here and reuse it everywhere, instead of uploading the same picture on every screen.
Steps
- Open Media → Gallery.
- Select Upload media and choose one or more files from your computer. They upload one after another and appear in the library once the upload finishes.
- To make a picture with AI instead, select Generate image. See Generate.
- Select Open on a file to view it full size in a new tab, or Download to save a copy.
- To take a file out of the library, select Remove, check the path shown in the confirmation, then select Remove from library.
What you'll see
Each file is a card with a preview, a name such as JPG file or PDF file, its size and the date it was uploaded in your company's time zone. Pictures, videos and PDFs preview directly on the card; anything else shows the file type. Files are listed by type and upload date, not by the name they had on your computer - the name is replaced when the file is stored. Newest files come first, 24 to a page. A summary bar sits above the grid, and page controls appear below it once you have more than one page of files.
Pictures made with Generate image carry an AI Generated badge so you can tell them from files you uploaded.
While files upload, the button reads Uploading… and finishes with Upload complete. for a single file or Files uploaded. for several. Before you have added anything, the page shows No media found with Upload files for this company to see them listed here.
Remove from library cannot be undone from the admin panel. Anything already using the file - a campaign you have sent, a category image, an advert - keeps working, but the file can no longer be picked again, so upload it afresh if you need it later.
If something goes wrong
- Upload fails: We couldn't add this file to the media library. Please try again. means the file did not reach the library. Try again, and upload large files one at a time on a stable connection. If you chose several files at once, everything before the one that failed is already in the library and everything after it was not uploaded, so check page 1 first and re-upload only the files that are missing.
- Nothing loads: Unable to load media with We couldn't load this company's media right now. Please try again in a moment. is temporary. Refresh the page after a moment.
- A file will not remove: We couldn't remove this file. Please try again. means nothing was changed. Try again. Invalid media reference. Refresh the page and try again. means the page is out of date, so refresh first. You are not allowed to delete media for this company. means your account does not have access to this company - see Users.
- A file you just uploaded is not listed: it is at the top of page 1. Return to the first page rather than searching the page you were on.
- A preview is blank but the file is fine: select Open to view it in a new tab. Some file types have no preview in the browser.
- Your file is not offered when picking one: each screen only offers the kind of file it accepts. On the WhatsApp screens listed below, files in an unsupported format or over the size limit stay visible but greyed out and cannot be selected - hover one to see the formats and maximum size allowed, then upload a suitable version.
- You cannot find a file by its name: files are stored under a generated name, so look for the preview thumbnail and the upload date instead - the newest files come first - and upload a fresh copy if you are unsure.
- The picker will not load: We couldn't load media right now. Please try again. is temporary - close the dialog and select Select media again. If it shows No media found. with Upload a new file to get started., nothing in the library matches the kind of file that field accepts, so select Upload media inside the dialog.
- Dates look an hour out: check Timezone in Admin → Settings. Every date here is shown in your company's time zone.
- Still stuck: contact your onboarding manager.
Using a file elsewhere
Wherever the admin panel needs a file it shows Select media. That opens the library in a dialog showing only the kind of file that field accepts, stated as Showing Images., Showing Videos. or Showing Documents. Pick an existing file, or select Upload media to add a new one without leaving the screen, then Close to go back. Once a file is chosen, Change swaps it and Remove clears the choice - neither affects the file in the library. On WhatsApp → Templates the chosen file is described by type, as Image selected, Video selected or PDF selected, rather than by a filename.
On WhatsApp → Templates, WhatsApp → Scheduled (including a template's test send) and WhatsApp → Flows, the accepted formats and the largest size allowed are shown beside Select media and again inside the dialog, and for images the dialog adds Images must be 8-bit, RGB or RGBA. Files that do not meet those limits are greyed out and cannot be picked. On the other screens below there is no format or size note: the dialog simply lists every file of the kind that field accepts.
Screens that pick from the library include:
- WhatsApp → Templates for a template's header image, video or document, and its test send.
- WhatsApp → Scheduled for the media sent with a campaign.
- WhatsApp → Channels for the Header image on a channel.
- WhatsApp → Flows for the images used in a flow.
- eCommerce → Products and eCommerce → Categories for product and category images.
- eCommerce → Adverts for advert artwork.
- eCommerce → Notifications for the Image sent with an app notification.
- eCommerce → Store Settings for the Header Logo and App Icon.
- Admin → Settings for your company Logo.