Manage Files in Media Library

The Media Library is the online storage for any images or files that clubs would like to include in the email campaign, they must be uploaded into the email marketing module media library. Images can be uploaded into the Media Library directly or using an image URL. They could be uploaded ahead of time or while the campaign is being edited.

• Max file size allowed: 10.00MB
• File extensions allowed: *.jpeg, *.jpg, *.gif, *.png, *.pdf
• Max filename size: 50 characters
• Special characters: special characters will be replaced by "_"
• Max image size: 1024 pixels. If Images is wider it will be auto-resized to a maximum of 1024 pixels

It is recommended that images be edited, cropped, renamed and resized using any photo editor tool before uploading into the email marketing media library. 

If the administrator does not have the image on their computer but it has already been uploaded to the ClubHouse Online website Media Libraries, the Image URL option can be used from the Image or Collage Content Block to insert the image instead of uploading it directly into the Media Library here. For more details see Content Blocks Related Article, look for Image Content Block > Image URL.

PDF File restrictions:

• Single PDF file cannot be bigger than 10 MB. when uploaded directly into the Email Marketing Modules Media library:
• When PDF file is being uploaded within an email campaign to the media library, the max file size is only 1 MB.
  • a file size is exceeded error message will display.

Tip: To upload a PDF that is 10 MB- 25 MB, upload the PDF into ClubHouse Online Media Libraries and grab the link to be incorporated into the content block within the email campaign.

Usually PDF files are uploaded and will appear as links for contacts to click to see details. They will not be sent as attachments.

Access Media Library 

The images and pdf files can be accessed directly from the Media Library or using a content block if they were not uploaded before the campaign was started. 

1. Log in to website and access Email Marketing Module.
2. Select Media Library from the left navigation.
3. Media Folder will already be selected on the left with additional folders or images displayed on the right.
4. The top right corner will advise how much storage space is being used. When it approaches the max storage space allocated, it is recommended to delete older files that are no longer needed. For details see Delete Files section below.

Create and Manage Folders

Additional Folders can be created to organize images and files.

1. Click folder icon with orange and white plus sign across the top, to create new folder.
2. Enter the new folder name.
3. Click OK to Save.

After a folder has been created, there are options to manage the folder. 

Select the folder name and right mouse click and choose one of the following options:

• Delete - The folder and all files in the folder will be deleted.
• Rename - To give the folder a different name.
• New Folder - Create a sub-folder under the folder name selected.
• Upload - Access computer to select files to be uploaded. 
• Copy - The folder and all the files can be copied. 
• Paste - After an individual file or entire folder has been copied from the Media Library, it can be pasted into the folder selected. 

Add files (image or pdf) to Media Library Directly

Once the image or pdf files have been uploaded into this media library they can be included in any email campaign. Reminder any files uploaded to the Email Marketing Media Library (Modules > Email Marketing - Media Library) will not appear in the ClubHouse Online Media Libraries (Content Management > Media Libraries).

1. On the left, click Media Folder and select folder for image or pdf files to be uploaded.
2. Click Upload Files. 
3. In the Upload dialog box:
4. Click Browse, to find image or file on computer to upload.
   • It is recommended that images be edited, cropped, resized and renamed, using any photo editor tool, before uploading into the email marketing media library. 
5. The name of the file will be displayed in the Upload dialog box. 
6. Click Remove if the incorrect file was selected.
7. Click Upload to complete upload of file to Media Library folder selected.

View Files (image or pdf) in Media Library

Once the image or pdf files have been uploaded into this media library they can be included in any email campaign.

1. On the left, click Media Folder and select folder to find image or pdf files already uploaded.
2. On the right additional Folders or images will display.
3. Change View mode:
   • 9 squares icon - Thumbnail view displays image and name of image.
   • 3 lines icon - Grid View displays file name, dimensions, size, last updated. Hover over name of image to see thumbnail.

The images and pdf files can also be added using a content block if they were not uploaded before the campaign was started. 

Move Files

If the file was uploaded to the incorrect folder it can be moved to another folder. Caution, moving a file could result in broken links or images that don't load for campaigns that have already been sent. For campaigns that are still being edited, make sure to relink or add the files again with the correct location that it is being stored in the Media Library. 

1. On the left, click Media Folder and select folder to find image or pdf files already uploaded.
2. On the right, click on the image or file to be moved.
3. Drag the file to the folder it should belong in and drop the file. 

Delete Files

If an image or file is not longer needed it can be deleted from the Media Library. However, if a contact opens up an old email with the image or file delete, they will no longer be able to access the information in the email campaign. 

Delete a Single File

1. Select the image and it would be highlighted in blue.
2. Click x icon in orange circle at the top to delete.
3. In the Delete items dialog box, it will confirm the file name to be deleted.
4. Click Cancel to keep the file.
5. Click Delete to complete the deletion of the file from the media library.

To Delete Multiple Files at Once

1. Select first image and hold down:
   • SHIFT key on keyboard and select another image. This will select all images in between the two images.
   • CTRL key on keyboard and select additional images. 
2. Click x icon in orange circle at the top to delete.
3. In the Delete items dialog box, it will confirm number of items and the file names to be deleted.
4. Click Cancel to keep the files.
5. Click Delete to complete the deletion of the files from the media library.

More Manage File Options

After a file is added to a folder, there are more options to manage a file. Caution, editing a file name or moving a file could result in broken links or images that don't load for campaigns that have already been sent. For campaigns that are still being edited, make sure to relink or add the files again with the correct name or location that it is being stored in the Media Library. 

Select the folder name and select the file, right-click and choose one of the following options:

• Edit Original - the image file opens in an image editor to make simple image edits.
• Delete - The file selected if it is no longer needed. 
• Rename - Give the file a different name.
• New Folder - Create a sub-folder under the folder the file selected is in.
• Upload - Access computer to select files to be uploaded. 
• Copy - The file can be copied. 
• Paste - After an individual file has been copied from the Media Library, it can be pasted into the folder the file selected is in.
• Download - Image selected can be downloaded to the computer.
• Copy URL - A unique file URL will be generated for the file to be accessed in a browser.

Edit Image File

It is highly recommended to have any edits completed to images including cropping, resizing and naming of images prior to uploading the image into the Media Library. If unable to do so, images can be edited after they have been uploaded into the Media Library.

To edit an image:

1. Select the image and then click the Pencil icon
2. Select Create a New Copy and rename the file (this will keep the original file while edits are being made to the copy)
3. Edit the image
4. Click Save