About the image library
What the image library is
Section titled “What the image library is”The image library is every file that has ever been uploaded anywhere in KLERQ, images and documents alike, collected on one page. A specialist photo, a logo, a document attached to a client, an image dropped into a presentation chapter — all of it lands here, whether or not it was uploaded from this page.
That makes the library two things at once: a place to upload assets you intend to reuse, and a way to find a file again when you remember the file but not which record it came in with.
Despite the name, it is not images only. Documents are held here too; the name reflects what the page is mostly used for.
Finding a file
Section titled “Finding a file”Three tabs narrow the list first — All, Images and Documents. “All” carries no filter, so files that are neither image nor document (a zip, say) stay reachable there and nowhere else.
Below the tabs, four controls narrow it further:
| Control | What it does |
|---|---|
| Search | Matches the file name |
| Type | Images, Documents or Other |
| File type | A specific format, with a count of how many exist |
| Used in | Where the file is attached — see below |
Used in is the one worth knowing about. Every file records what it is attached to: a firm logo, an organization avatar, a specialist or profile picture, a client or contact picture, a file on a client, contact, specialist or appointment, a presentation file, a presentation image, a submission export, or simply “Library” for something uploaded here and not yet used. Filtering on it answers questions like which images are actually in presentations without opening a single record.
Sort by newest or oldest, file name A–Z or Z–A, or largest or smallest first. Clear filters resets the lot.
Reusing a file instead of uploading it again
Section titled “Reusing a file instead of uploading it again”Wherever KLERQ asks for an image, the picker opens on two tabs: Image library and Upload new. Choosing from the library means one file serves several records — change it once and it changes everywhere it is used, and your storage does not fill with near-duplicates of the same logo.
This is the main reason to upload to the library deliberately rather than attaching files ad hoc from each record.
Why a file sometimes cannot be deleted
Section titled “Why a file sometimes cannot be deleted”Deleting is blocked while a file is in use. KLERQ names every place it is used and asks you to remove it from those first.
That is deliberate, and it is the flip side of reuse: because one file can back many records, deleting it from the library would quietly blank an image on a presentation, a specialist profile or a client that nobody was looking at. Remove it everywhere it is used, then delete it here.
Files that are not in use — the ones marked Library — delete without complaint, singly or by selecting several and using Delete selected.
Editing file details
Section titled “Editing file details”Name and Description can be changed after upload. Leaving the name empty keeps the original filename. When several files are uploaded at once, a name applies to all of them, numbered.
Renaming here changes the file’s name everywhere it is used; it does not change the original file.
Permissions
Section titled “Permissions”Viewing the library, uploading to it, editing file details and deleting files are four separate permissions, so a role can be allowed to reuse existing assets without being able to add or remove any.