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Media Settings

Configure media storage and processing options.

Media Settings control where and how media files (images, documents) are stored and processed. These settings affect product images, logos, branding assets, and other media throughout the system.

Navigation: Settings → Media

Storage Backend

Storage Options

The system supports two storage backends for media files:

Local Storage (Default)

Media files stored on server's local file system:

  • Configuration: Minimal setup required
  • Performance: Fastest for local access
  • Scalability: Suitable for small to medium deployments
  • Backup: Included in regular backups
  • Cost: No additional storage costs

Best for: - Single-location stores - Limited media volume - Network-isolated deployments - Simplicity preferred

Cloud Storage (Amazon S3)

Media files stored in Amazon S3 bucket:

  • Configuration: Requires AWS account
  • Performance: Good for distributed access
  • Scalability: Unlimited storage capacity
  • Backup: Handled by AWS (configure separately)
  • Cost: Pay-per-use model

Best for: - Multi-location deployments - High media volume - Global access needs - Disaster recovery setup

Switching Storage Backends

To change from Local to Cloud S3:

  1. Settings → Media → Storage
  2. Select Amazon S3
  3. Enter AWS configuration (see below)
  4. Test connection
  5. System automatically migrates existing media
  6. Save

To change from S3 to Local:

  1. Settings → Media → Storage
  2. Select Local Storage
  3. Clear AWS configuration
  4. System downloads media from S3 to local storage
  5. Save

⚠️ Note: Migration may take time if you have many files.

Amazon S3 Configuration

Prerequisites

Before configuring S3 storage:

  • Active AWS account
  • S3 bucket created
  • AWS credentials (Access Key and Secret Key)
  • Bucket region noted

S3 Configuration Settings

AWS Region

The AWS region where your S3 bucket is located:

  • Example: us-east-1, eu-west-1, ap-southeast-1
  • Must match bucket region
  • Affects latency and data residency

S3 Bucket Name

Name of your S3 bucket:

  • Example: company-pos-media
  • Must be unique across all AWS
  • Cannot contain uppercase letters or special characters

Access Key ID

AWS access key for authentication:

  • Starts with AKIA
  • Example: AKIAIOSFODNN7EXAMPLE
  • Treat as sensitive -don't share

Secret Access Key

AWS secret key for authentication:

  • Long alphanumeric string
  • Example: wJalrXUtnFEMI/K7MDENG/bPxRfiCYEXAMPLEKEY
  • Treat as sensitive -store securely

Storage Class

How AWS stores your files:

  • Standard - Frequently accessed (default, fastest)
  • Standard-IA - Infrequently accessed (cheaper)
  • Glacier - Archive (cheapest, slow retrieval)

Default: Standard

To Configure S3:

  1. Settings → Media → Storage
  2. Select Amazon S3
  3. Fill in configuration:
  4. AWS Region
  5. Bucket Name
  6. Access Key ID
  7. Secret Access Key
  8. Click Test Connection
  9. Verify "Connection successful"
  10. Click Save

Testing S3 Connection

After entering S3 configuration:

  1. Click Test Connection
  2. System attempts to:
  3. Verify credentials
  4. Access bucket
  5. List contents
  6. Write test file
  7. Result message shows success or error

If test fails: - Verify bucket name is correct - Verify credentials are correct and not expired - Check bucket permissions allow POS access - Ensure bucket is in configured region

S3 Fallback to Local

If S3 is configured but unavailable:

  • System automatically uses local storage
  • No manual action needed
  • Logs warning event
  • Media continues to work

When S3 comes back online:

  • System resumes using S3
  • No configuration change needed

Media Processing

Image Optimization

Enable Automatic Compression

Automatically compress images for web:

  • Reduces file size
  • Improves loading performance
  • Default: Enabled

Compression Quality

Quality level for JPG compression:

  • Range: 1-100
  • Higher = better quality, larger file
  • Default: 85
  • Recommended: 80-90

To configure: 1. Settings → Media → Processing 2. Find Compression Quality 3. Adjust slider (or enter value) 4. Save

Image Sizing

Generate Thumbnails

Automatically create smaller versions:

  • Thumbnail size: 200×200 pixels
  • Reduces bandwidth for listings
  • Default: Enabled

Generate Display Versions

Create medium-sized versions:

  • Display size: 600×600 pixels
  • For product detail screens
  • Default: Enabled

Format Conversion

Auto-Convert Formats

Convert images to optimized formats:

  • JPG for photographs
  • PNG for logos/graphics
  • WebP for modern browsers
  • Default: Enabled

Preferred Formats

Priority format preference:

  • JPG - Best compression for photos
  • PNG - Best for graphics/transparency
  • WebP - Modern format (better compression)

Default: Auto-select (choose best per image)

Performance Settings

Caching

Enable Media Cache

Cache processed images:

  • Improves performance
  • Reduces server load
  • Default: Enabled

Cache Duration (Hours)

How long to cache images:

  • Range: 1-168 hours (7 days)
  • Default: 24 hours
  • Longer = better performance, slower updates

To configure: 1. Settings → Media → Performance 2. Find Cache Duration 3. Enter hours 4. Save

CDN (Content Delivery Network)

Enable CDN Distribution

Use CDN for faster global delivery:

  • Requires CDN service subscription
  • Greatly improves performance for global users
  • Default: Disabled

CDN Endpoint URL

If using CDN:

  • Example: https://cdn.company.com/media
  • Provided by CDN service
  • System redirects requests to CDN

Storage Monitoring

Storage Usage

Current Storage Used

  • Shows GB/MB currently used
  • Updates periodically
  • Located in Settings → Media

Storage Quota

  • Maximum storage allocated
  • Set by plan or administrator
  • Example: 500 GB allocated

Storage Alerts

Notifications when approaching limit:

  • Alert at 80% of quota
  • Alert at 95% of quota
  • Email sent to admin
  • Default: Enabled

Cleanup Options

Delete Unused Files

Remove orphaned/unreferenced media:

  1. Settings → Media → Cleanup
  2. Click Find Unused Files
  3. System scans for unreferenced media
  4. Shows count of unused files
  5. Click Delete Unused to remove
  6. Confirm deletion

Archive Old Media

Move old files to cold storage:

  • Reduces active storage usage
  • May take longer to retrieve
  • Useful for S3 with Glacier storage

Storage Optimization

Compress Existing Images

Recompress all stored images:

  1. Settings → Media
  2. Click Optimize Storage
  3. System reprocesses all images
  4. Applies current compression settings
  5. May take time if many files

Regenerate Thumbnails

Recreate all thumbnail versions:

  • After changing thumbnail size
  • After compression setting changes
  • Updates all cached versions

Backup & Recovery

Media Backup

Include Media in Backups

Include media files in system backups:

  • Default: Enabled
  • Increases backup size
  • Important for disaster recovery

Media Backup Location

Where to backup media:

  • With Database (recommended) - Same location as other backups
  • Separate Location - Different storage
  • Cloud Backup - S3 or other cloud

Restoring Media

From Backup

If media needs to be restored:

  1. Ask IT to restore from backup
  2. Backup date/time specified
  3. System restores all media files
  4. May take time if many files

Security & Permissions

Access Control

Public Media

Media accessible without login:

  • Product images
  • Receipt templates
  • Public branding assets

Private Media

Media accessible only to logged-in users:

  • Internal documents
  • Admin-only images
  • Sensitive assets

File Type Restrictions

Allowed File Types

Only these file types can be uploaded:

  • Images: JPG, PNG, GIF, WebP, SVG
  • Documents: PDF (if enabled)
  • Other: As configured

Blocked File Types

These types are blocked:

  • Executables (.exe, .bat, .sh)
  • Scripts (.js, .php, .py)
  • Archives (.zip, .tar, .rar)
  • Other unsafe types

Malware Scanning

Enable Malware Scanning

Scan uploads for malware:

  • Default: Enabled
  • Uses antivirus engine
  • Blocks infected files
  • Default blocking: Enabled

Media Best Practices

  • ✅ Use appropriate storage (local vs S3)
  • ✅ Enable compression for web optimization
  • ✅ Monitor storage usage
  • ✅ Regular backups of media
  • ✅ Clean up unused media periodically
  • ✅ Use clear naming conventions
  • ✅ Test S3 connection regularly
  • ✅ Review storage costs for S3
  • ✅ Enable CDN for global deployments
  • ✅ Set appropriate cache duration

Troubleshooting

S3 Connection Failed

  • Verify bucket name (case-sensitive)
  • Verify credentials are correct
  • Check AWS account is active
  • Verify bucket region setting
  • Check firewall allows AWS access
  • See S3 Fallback section above

Images Loading Slowly

  • Enable compression
  • Enable CDN if available
  • Increase cache duration
  • Check network bandwidth
  • Reduce image dimensions

Storage Quota Exceeded

  • Delete old/unused media
  • Archive old media
  • Upgrade storage quota
  • Optimize existing images
  • Implement cleanup schedule

Images Not Displaying

  • Check file still exists
  • Verify user has permission to view
  • Clear browser cache
  • Check S3 access if using cloud
  • Review error logs
Media Library

Upload and manage media

Media Profiles

Image optimization

General Settings

System configuration

Admin Settings

Administrative options