GWhats
    Media Library

    Media library for WhatsApp customer service that organizes itself

    Every file that passes through conversations, the CRM, tasks, the catalog and Internal Chat is captured and organized by inbox, contact and conversation. Resend it on any channel with no re-upload and no duplicated storage.

    per file on upload
    100 MB
    source types: status, group, community, channel and direct
    5
    default trash retention before automatic cleanup
    30 days

    What the GWhats Media Library is

    The Media Library is the central file repository of your GWhats account: images, videos, audio and documents in one place, shared by the whole team and by every enabled channel. The screen has three areas: the colored folder tree on the left, the file grid in the center, as cards or as a list, and the details panel for the selected item, with type, size, source, module, connection, source type and move, archive and download actions.

    Automatic capture is on by default for every connection and saves, deduplicated, each new media file that enters or leaves conversations, in the inbox, contact and conversation hierarchy. A one-click import brings in the old history from conversations, CRM, tasks and catalog without taking extra space. Search by name, combined filters, bulk actions, a trash bin with restore, a storage meter and the Library picker in the reply bar complete the module.

    One collection, organized on its own, reused on any channel

    Stop resending the same catalog dozens of times from a folder on your computer.

    Hierarchical, colored folders

    Subfolders, folder search and moving items between them. Automatic folders by source, conversation, CRM, tasks and catalog, can be renamed to match your operation.

    Automatic capture from conversations

    On by default for every connection: new media lands organized by inbox, contact and conversation, deduplicated and without slowing down sending or receiving.

    Reuse on any channel with no re-upload

    The Library button in the reply bar, in the CRM and in Internal Chat attaches the saved file. The platform reuses the same file instead of creating a copy.

    One-click history import

    An administrator triggers the backfill that registers old media from conversations, CRM, tasks and catalog. Idempotent: running it again duplicates nothing.

    Media source type

    Status, group, community, channel or direct conversation, recorded automatically and filterable in the Library and in the picker. Separate what the customer sent from statuses and stories.

    Search and combined filters

    Name, file type, connection, source, module, media type and source type, sorted by name, size, oldest or newest.

    Bulk actions and batch upload

    Move, archive and restore many items at once, including everything matching the filter. Drag several files and the platform detects each one's type.

    Trash bin with restore

    Archive before deleting; restore whenever needed. Automatic cleanup removes for good after the configured period, 30 days by default.

    Storage meter

    Track the account's quota and clean up with guidance. Capture and import do not increase usage; only permanent removal frees space.

    Collection

    One screen, three areas, every file in the account

    The colored folder tree sits on the left, with subfolders and search. In the center, the file grid switches between cards and list, with filters and sorting. On the right, the details panel shows type, size, source, module, connection, source type, contact and conversation, with a full-size preview for image, video and audio.

    • Four file types (image, audio, video, document) and four refinements: GIF, sticker, voice note and recording.
    • Automatic folders by module: conversation, CRM, tasks, catalog and Internal Chat, by channel and author.
    • Drag-and-drop batch upload, with type detection and a preview before confirming.
    Source type

    Separate real conversations from statuses, groups and communities

    Every captured file records what kind of conversation it came from: Status, Group, Community, Channel or Direct conversation. In one analyzed account, 355 of 577 files, 61.5% of the collection, came from statuses, material nobody sent to the team. The filter solves this in the Library and in the media picker of the other modules.

    • Instagram and Facebook stories come in as Status; the Connection field says which network they came from.
    • Select everything matching the filter acts across all pages: archive hundreds of statuses at once.
    • The platform never invents a source: manual uploads and ad creatives do not show the line.
    Quota and trash

    Safe cleanup, with an impact preview before deleting

    Deleting sends to the trash bin, from which any item can be restored. Permanent removal is an administrator action and first shows a preview with aliases, affected references and bytes to free. The storage meter tracks the account's quota, and only permanent removal or automatic cleanup frees space.

    • History preserved: conversations and records keep the Media unavailable notice.
    • Automatic trash cleanup after the configured period, 30 days by default.
    • Agents upload, move and archive; only administrators delete permanently, empty the trash and delete folders.
    Reuse

    Send the saved file in the conversation, with no new upload

    In the reply bar, the Library button opens the picker: browse folders or search, select and attach. The platform reuses the existing file instead of creating a copy: everyone sends the same version and storage does not grow. The same picker appears in the CRM and in Internal Chat.

    • On WhatsApp via device, Library files can go out as view-once media.
    • Canned responses accept Library attachments, standardizing official material.
    • Updating the original applies to future sends; items already sent do not change.

    How it works

    1. 1

      Enable and let it capture

      With the module enabled, every new media file from conversations comes in on its own, organized by inbox, contact and conversation.

    2. 2

      Bring in the past

      An administrator triggers the import once to register old media without duplicating storage.

    3. 3

      Organize and find

      Colored folders, search by name, filters by type, connection, source and module; bulk actions to move, archive and restore.

    4. 4

      Reuse on any channel

      Through the Library picker in the reply bar, in the CRM and in Internal Chat, send the same file with no upload.

    Works together with

    Channels and connectionsCapture per inbox, all of them or only the ones you choose.Multi-agent serviceLibrary picker in the reply bar and capture of everything that passes through conversations.Bulk messagingKeep official images and PDFs in one place for the whole team.CatalogProduct media is included in the import and in the module filters.

    Frequently asked questions

    Do I need to upload files manually?

    Not necessarily. Automatic capture is on by default for every connection and saves every new media file from conversations in the Library, already organized by inbox, contact and conversation. Manual upload exists for official material such as logos, catalogs and price lists.

    Does resending a file through the Library take more space?

    No. The platform reuses the same existing file instead of creating a copy. That is why storage does not grow when you reuse media or run the import.

    I have years of history. How do I bring it all into the Library?

    An administrator triggers the import with one click. It scans conversations, CRM, tasks and catalog, registers the media by reusing the original and is idempotent: running it again duplicates nothing. Afterwards, an incremental scan keeps everything up to date.

    How do I separate photos the customer sent from statuses and stories?

    Use the Source type filter (Status, Group, Community, Channel, Direct conversation) in the Library or in the media picker. Instagram and Facebook stories come in as Status, and the Connection field says which network they came from.

    What is the maximum file size?

    100 MB per file, set by the platform operator. The account's total storage quota is also set by the operator and appears in the Library's meter.

    What happens if I delete a file by mistake?

    It goes to the trash bin, from which it can be restored. Permanent removal is an administrator action and automatic cleanup only happens after the configured period, 30 days by default. Even after removal, conversations keep the Media unavailable notice in place of the file.
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