File Library
File Library
Store, organize, and share brand media from Assets in SWAI.
What is File Library?
File Library is your brand’s media store in SWAI. In the product it appears as Assets → Media Library. You upload or create images, videos, audio, and PDFs, organize them into folders, edit or analyze some files with AI, and share public links when you need them.
You use it to:
- Import media from your device, a URL, or Shutterstock
- Create images or videos with AI
- Organize files into folders and filter by type
- Preview files, copy CDN links, and share public preview links
- Pick files from Brand File Library inside other SWAI tools (for example Gaxu)
Main screens
| Screen | What it’s for |
|---|---|
| Assets → Media Library | Full library: folders, import, AI create, grid, share |
| Folders sidebar | All media, folder list, storage usage |
| Brand File Library | Same library opened as a picker from other apps |
| File actions | Preview, copy link, move, share, Edit with AI, Video score AI, delete |
Note: Open Resources → Assets (or go to app.swai.ai/assets). The default tab is Media Library. Sibling tabs Landing Pages and Content Calendar (open) are separate features — this guide covers the media file library only. See Content Calendar.
Before you start
- Open Assets from SWAI for the correct brand.
- Confirm your wallet has balance if you will use Import media (paid sources) or Create with AI — those actions check wallet before they run.
- Optional: install the Video Recorder Chrome extension if you want to record screen or webcam into your workflow.
Warning: If wallet balance is zero, Import / Create with AI may open a wallet popup instead of the tool.
Tip: Create folders early (for example “Campaigns”, “Social”, “Logos”) so Social Planner, Blog Planner, and Campaign Builder can point at clear asset folders later.
Quick start
- Open Assets → Media Library.
- Click Import media → Upload media and choose files.
- Click + under Folders to create a folder, then Select files → Move into that folder.
- Hover a file → Preview or Copy link.
- Optionally open More options → Share link to create a public link.
Empty library: No files found — Import or upload media to get started.
Folders and storage
Left sidebar: Folders.
| Control | What it does |
|---|---|
| All media | Shows the full library (no folder filter) |
| + (New folder) | Opens Create Folder → Folder Name* |
| Folder ⋮ | Rename / Delete |
| Storage (footer) | Used storage and file count for the brand |
Empty folders list: No folders yet.
Empty folder contents: This folder is empty.
Warning: Write a folder name before creating or renaming — empty names are blocked (Please write your folder name!).
Import media
Toolbar: Import media → Import source.
| Option | What it does |
|---|---|
| Upload media | Multi-file upload from your device |
| Shutterstock | Search and add stock media to the library |
| Import from URL | Paste a file URL → Add |
Upload media
Choose one or more files. Supported library types include Image, Video, Audio, and PDF (type is detected from the file).
Shutterstock
Modal Search Media from Shutterstock:
- Search field → Search
- Empty: Start searching to see results.
- Selected Items (or No items selected.) → Add to Library
Import from URL
Modal URL — enter URL → Add.
Warning: URL import requires a URL (Please add URL!).
Create with AI
Toolbar: Create with AI → AI tools.
| Option | Flow |
|---|---|
| Create image | Describe an image → Generate → add to library; optional Add reference image |
| URL to video | Multi-step Create a video wizard (Next / Back / Submit) |
Create image
Modal Create Image:
- Describe the image you want to create.
- Generate, then Done when ready
- Reference mode: Double click on the image you want to use as a reference.
Warning: Prompt is required (Please write your desired prompt!).
URL to video
Follow the wizard steps. Common blockers:
- Please select at least one file
- Please download from url first
- Please select your desired script
- Please select one option from each category
Browse and filter
On the Media Library grid:
| Control | What it does |
|---|---|
| File type | All, Video, PDF, Audio, Image |
| Folder (sidebar) | Limits the grid to that folder |
| Pagination | Pages of results (about 60 files per page) |
Note: There is no library-wide text search bar. Search exists inside Shutterstock (and folder name search when moving files).
Select, move, and delete
| Control | What it does |
|---|---|
| Select / Cancel | Enter or leave multi-select mode |
| Delete | Removes selected files |
| Move | Opens Select folder (search Search folders...) |
If nothing is selected: Please select your files first!
Move empty state: No folder found... / No folders yet.
Warning: Delete runs immediately — there is no confirmation dialog and no undo. Double-check selection before deleting.
You can also Delete or Move to folder from a single file’s More options menu.
Preview and file actions
Hover a file card:
| Action | What it does |
|---|---|
| Copy link | Copies the file URL (toast: Text copied!) |
| Preview | Opens the file in a new tab |
| More options | Full actions menu |
More options
| Action | Availability |
|---|---|
| Move to folder | All files |
| Share link | All files (opens share settings) |
| Edit with AI | Images — prompt-based enhance/transform, then save back |
| Video score AI | Videos — analyzes the video (Zorvan Vision Engine) |
| Delete | Removes the file |
Edit with AI (images)
Modal for the selected image — add a prompt → Generate.
Blocked without a prompt (Please add prompt!).
Video score AI
Modal Video Score AI — analyzing state, Engine Trace, Try again, Return.
Share links and stats
More options → Share link opens Share file — Configure the share link or view performance.
Share tab
- Title* (required)
- Description
- Comments: Anonymous comments or Require name and email
- Videos: Video thumbnail* required (pick from Library / Brand File Library)
- Documents: optional Custom preview image URL
- Your share link — copy or Preview your link
- Create link / Update link, then Close
Before a link exists: Save the form to generate a public share link.
Warning: Title is required. Video shares need a thumbnail (Video thumbnail is required).
Stats tab
- Total Opens, Total Shares, Total Comments, Total Events
- Comments list — empty: No comments yet.
Load errors may show: Could not load existing share settings… or Could not load statistics for this file.
Shared previews are served on the SWAI share host (for example share.swai.ai). File bytes are served from the file CDN (for example file.swai.ai).
Using Brand File Library elsewhere
Other SWAI features open the same library as a picker titled Brand File Library — Browse folders and select a file.
Typical UI:
- Breadcrumb Library / All files
- Upload and refresh in the toolbar
- Select to confirm
- Empty: No files in this folder / No files selected yet
- Selection limit toast: You can only choose N files!
From some toolbars, Manage Library opens the full Assets Media Library (/assets).
In Gaxu, use Choose from brand library to attach brand files to a chat.
SWAI Video Recorder
On Media Library you may see a callout to record screen or webcam with the SWAI Video Recorder Chrome extension (Chrome Web Store).
For install, sign-in, recording, preview, and upload steps, see Video Recorder.
Common warnings and troubleshooting
Import or AI won’t open
Warning: Check wallet balance. Import / Create with AI can be blocked when the balance is empty.
Library looks empty
- Switch to All media.
- Clear the File type filter (All).
- Confirm you are on the correct brand.
- Import or upload media to get started.
Folder is empty after move
Confirm you selected the destination folder in the sidebar. Use All media to find files not assigned to a folder.
Delete removed the wrong files
Delete has no confirmation. Restore is not available from this UI — re-upload if needed. Prefer folders and careful Select mode for bulk actions.
Share link won’t create
- Add a Title.
- For video, set a Video thumbnail from the library.
- Try again if share settings failed to load.
Can’t find a file by name
Media Library has no full-text search. Browse by folder and File type, or use the file’s Copy link once you locate it.
Picker won’t select more files
You hit the max selection count for that flow (You can only choose N files!). Deselect some files or open the full library to manage them.
Glossary
| Term | Meaning |
|---|---|
| Assets | Dashboard section under Resources that hosts Media Library |
| Media Library | Full File Library UI for the brand |
| Brand File Library | Same library opened as a file picker |
| Folders | Brand-scoped groups you create and move files into |
| All media | Unfiltered library view |
| Import media | Upload, Shutterstock, or URL import |
| Create with AI | Create Image or URL to video |
| Select mode | Multi-select for bulk move/delete |
| Share link | Public preview link with optional comments and stats |
| Edit with AI | Prompt-based image edit saved back to the library |
| Video score AI | AI analysis of a video’s marketing performance |
| Storage | Used bytes and file count for the brand |
| Wallet | Balance required for some import and AI actions |
Need more help?
If something still fails after the checklist above:
- Confirm you opened Assets → Media Library for the correct brand.
- Note whether the issue is import, AI create, folders, delete/move, or share.
- For wallet-gated actions, note your balance and the action you tried.
- Contact your SWAI admin or support with the file name/type, folder, and what you expected to happen.
Related helpdesk docs: Video Recorder · Content Calendar · Blog Planner · Social Planner