Media Library

Central repository for managing digital assets used throughout Kensium Point-of-Sale.

The Media Library stores and organizes all media files (images, documents, logos) used in your system. All media assets are managed in one centralized location for easy access and reuse.

What Goes in Media Library

Product Images

• Product photos and thumbnails
• SKU/barcode images
• Product category icons
• Alternative product views

Branding Assets

• Company logo
• Store signage/banners
• Receipt header/footer images
• Customer-facing display graphics

Operational Media

• Receipt insert graphics
• Customer receipt templates
• Report cover images
• Training/help documentation images

Storage Locations

The system supports two storage backends:

Local Storage (Default)

• Files stored on server's file system
• No additional configuration needed
• Suitable for single-location deployments
• Automatic backup included

Cloud Storage (S3/AWS)

• Files stored in Amazon S3 bucket
• Globally accessible from any location
• Scalable for large file volumes
• Requires AWS account and configuration

Migration: You can switch between local and cloud storage -existing media will be migrated automatically.

Managing Media Files

Upload Files

1. Navigate to Admin → Media → Media Library
2. Click Upload or drag-and-drop files
3. Select image files (JPG, PNG, GIF, WebP)
4. Optional: Organize into folders
5. Files upload and are immediately available

File Organization

Create folders to organize media by category:

• /Logos - Company branding
• /Products - Product photos
• /Receipts - Receipt templates
• /Banners - Store banners/signage
• /Training - Help documentation images

File Properties

When you upload a file, the system captures:

• Filename - Original file name
• Size - File size in MB
• Format - Image format (JPG, PNG, etc.)
• Dimensions - Image width × height in pixels
• Upload Date - When file was added
• URL - Direct access URL to the file

Delete Files

1. Navigate to Media Library
2. Select the file to delete
3. Click Delete or press Delete key
4. Confirm deletion

Warning: Deleting a file breaks any reference to it in the system. Check where the file is used before deleting.

File Organization Best Practices

Naming Convention

Use descriptive, consistent filenames:

• ✅ company-logo-horizontal.png
• ✅ product-shirt-blue-lg.jpg
• ✅ receipt-header-2024.png
• ❌ image1.jpg
• ❌ logo_final_FINAL_v3.png

Folder Structure

Organize logically by function:

Media Library
├── Logos
│  ├── company-logo.png
│  └── store-locations.png
├── Products
│  ├── category-apparel/
│  ├── category-electronics/
│  └── category-accessories/
├── Receipts
│  ├── header.png
│  └── footer.png
└── Banners
  ├── promotional/
  └── seasonal/

Image Quality

• Logo/Icons: PNG with transparency (recommended)
• Products: JPG (good quality, smaller files)
• Receipts: PNG (crisp text rendering)
• Banners: JPG or PNG (balance quality and size)

Resolution Guidelines: - Product thumbnails: 200×200 pixels (or let Media Profiles resize) - Receipt logos: 600×200 pixels - Banners: 1920×1080 pixels (or responsive width)

Using Media in the System

Product Images

In Inventory → Item Masters:

1. Open product to edit
2. Find "Images" or "Media" section
3. Click Select Image or upload new
4. Choose from Media Library
5. Save product

Branding Configuration

In System → Branding:

1. Navigate to branding settings
2. Find logo or image field
3. Click Select from Library
4. Choose logo file
5. Save

Receipt Customization

In System → Receipt Inserts:

1. Select receipt insert to edit
2. Find image field
3. Click Upload or Browse Library
4. Select image or upload new
5. Save

Image Optimization

Automatic Processing

Media Profiles automatically:

• Resize images to specified dimensions
• Compress for web (reduce file size)
• Convert formats if needed
• Generate thumbnails
• Create responsive versions

Note: Original file is preserved. Profiles create optimized copies.

Manual Optimization Tips

Before uploading large files:

• Resize images to approximate final size
• Compress using image optimization tool
• Convert to appropriate format (PNG or JPG)
• Reduce to reasonable dimensions (rarely need >2000px)

Result: Faster uploads, faster loading in POS interface

Storage Limits

File Size

• Maximum per file: 50 MB (typically)
• Recommended: Keep under 5 MB for web use
• Total storage: Depends on your plan

Contact Kensium support for storage expansion.

File Types

Supported: - JPG/JPEG (photographs) - PNG (graphics, logos, transparency) - GIF (simple graphics, animations) - WebP (modern format, smaller files)

Not Supported: - PSD, AI (design files) - TIFF (large uncompressed format) - BMP, ICO (legacy formats) - SVG (vector - use PNG export instead)

Access & Permissions

Who Can Access Media Library

• System Admins - Full access (upload, delete, organize)
• Store Managers - Typically can upload/organize
• Other Roles - Can view/use media in their modules

Configuration: Admin → Users & Security → Roles → [Role Name]

Public vs Private

• Product Images - Used in POS (accessible to registers)
• Receipt Media - Used in receipts (accessible to registers)
• Admin Only - Some assets may be admin-only

Searching & Finding Media

Search Function

In Media Library:

1. Click search box at top
2. Type filename or keyword
3. Results filter in real-time
4. Click result to select

Browse by Folder

• Click folder to navigate
• Breadcrumb shows current location
• Back arrow returns to parent folder

Sort Options

• By Name (A→Z)
• By Date (newest first)
• By Size (largest first)

Troubleshooting

Can't Find a File

• Search by name or keyword
• Check folders - may be in different folder
• Look at recent - sort by upload date
• Check permissions - may not have access to view

Image Not Displaying

• File deleted - recreate or reupload
• Wrong URL - check Media Profile sizing
• Broken reference - update configuration with new image
• Storage issue - contact IT support

Upload Failed

• File too large - compress or resize before uploading
• Unsupported format - convert to PNG or JPG
• Connection issue - wait and retry
• No space - contact IT for storage expansion

Slow Loading

• Large image file - compress before uploading
• High resolution - resize to reasonable dimensions
• Network issue - check internet connection

Best Practices

• ✅ Use descriptive filenames
• ✅ Organize in logical folders
• ✅ Compress images before uploading
• ✅ Use appropriate formats (PNG for logos, JPG for photos)
• ✅ Keep aspect ratios consistent for product images
• ✅ Delete unused media periodically
• ✅ Backup media regularly

Related Documentation

- **[Media Profiles](./media_profiles.md)** - Image sizing and optimization - **[System → Branding](../system/index.md))** - Configure logos and branding - **[Inventory → Item Masters](../inventory/index.md))** - Add images to products - **[Configuration Checklist](../getting_started/configuration_checklist.md)** - Initial media setup