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Organizing your Media Library

You add images, videos, and documents to your Foleon Doc. How do you organize them? In this article, we show you how to use folders to organize your assets.

💡 Starting a new project or Foleon Doc? Discuss with your team how you will organize the Media Library, so you can quickly locate the right files.

In this article

Brand Console vs. Workspace Media Library

There are two places where media can be stored and managed. Understanding the difference helps your team decide where assets should live and how they should be organized.

Brand Console Media Library

The Brand Console Media Library is designed for centralized asset management across multiple workspaces, allowing teams to reuse approved assets without uploading them repeatedly.

📖 For more information, read: Share media from the Brand Console Media Library

Admins and Designers can upload and organize brand-approved assets into folders and share them with specific workspaces. Typical assets managed in the Brand Console include:

  • Company logos

  • Brand illustrations

  • Approved photography

  • Icon libraries

  • Background visuals

  • Design elements used across multiple projects

💡 Once a folder is shared with a workspace, its contents appear in that workspace’s Media Library.

⚠️ Workspace users cannot upload, rename, move, or delete files inside Brand Console folders.

Workspace Media Library

The workspace Media Library is used for assets that belong to a specific workspace or project. Typical assets stored here include:

  • Project-specific images

  • Campaign visuals

  • Temporary assets

  • Files used in a single Foleon Doc

This allows teams to organize project assets without affecting the shared brand library.

How folder organization works

The Media Library allows you to organize your assets using folders and subfolders.

There are two types of folders you may see in your workspace Media Library:

  • 🟦 Blue folders — these are folders owned and managed by the workspace
    Workspace users can fully manage these folders and upload new media to these folders (as long as the brand governance settings are enabled)
  • 🟩 Green folders — these are folders shared to the workspace from the Brand Console
    Workspace users can add any media from these folders to their Foleon Docs. They will not be able to delete or rename, move, edit, or upload any new content to these folders.

Workspace media library

Recommended folder structure

When working on multiple projects, organizing your media with folders helps keep everything easy to find. You can create a new folder from the New folder icon in the top-right corner.

Below, you can see an example structure that we recommend:

  • Brand assets - top-level folder
    • Logos - subfolder
    • Backgrounds - subfolder
    • Icons - subfolder
    • Illustrations - subfolder
    • Photography - subfolder
  • Project 1 (Newsletters) - top-level folder
    • Newsletter January 2024 (Foleon Doc) - subfolder
    • Newsletter February 2024 (Foleon Doc) - subfolder
  • Project 2 (Reports) - top-level folder
    • Annual Report 2023 - subfolder
    • Annual Report 2024 - subfolder

💡 Folders in the Brand Console Media Library can be shared with workspaces. Once shared, all the contents in that folder will be accessible by workspace users.

If you create a subfolder for an individual Foleon Doc, you can also consider creating one for each page or type of media asset (photography, videos, illustrations…).

Create new folder


When you upload images and videos to the Media Library, they will be saved in the folder that is currently open. Make sure you organize your Media Library by uploading images into the right folders.

Moving files

When you've uploaded images and want to move them to another folder, drag the file to the folder you would like it to be in and drop it there. 

Alternatively, click the quick actions menu (⋮) and select Move. Select the destination folder and click Move here.

Move File

You can also select multiple files at once. After your files are selected, click Move. Select the destination folder and click Move here.

Move multiple files

💡 Are you working with Bynder? Our native integration with this Digital Asset Management tool helps you centralize, organize, and share all your digital media files.

Duplicating Foleon Docs

Keeping your Media Library organized will save you lots of time in the content creation process, but the more content you create, the harder it will be to keep it tidy.
For that reason, we advise extra care when you're duplicating Foleon Docs: 
  • Duplicating a Doc to a project in the same workspace: the media assets of that Doc stay in the same Media Library folder they were already in.
  • Duplicating a Doc to a project in another workspace: a new Media Library folder will be created for the media assets, named "Copied on...<date>". If media assets of the duplicated Doc somehow already exist in the Media Library of the new workspace, these files won't be copied over again. This is to prevent unnecessary file duplicates.

⚠️ Did you just duplicate your Doc? We recommend checking your Media Library and renaming any copied folders, so you can find them easily in the future.