Managing images and files

Editing and updating files in the File Library

Every file you add to an article in your knowledge base is stored in your File Library. You can access files there to update the name, the file itself, and labels associated with that file.

Renaming files

By default, files are uploaded with a name based on the file you originally uploaded. This is the name that will show up when the file is downloaded/opened.

If you'd like to edit this to something more user-friendly or search-friendly:

  1. Go to Library > Files.
  2. Find the file you'd like to edit (use search or the Labels filters if necessary).
  3. Click on that file.
  4. Click the Edit link in the lower left corner or just above the file thumbnails on the left.
    Click on the file and then click either of the two Edit links
  5. This will open the Edit File  pop-up. Edit the File Name to be what you'd like.
  6. Click the Save File button in the lower right.
    Edit the File Name and then Save File

Updating files

Linus is a busy little owl, and he updates a lot of screenshots and articles. Whenever he can, he reuses existing screenshots in the File Library. When it comes time for him to update that screenshot, rather than manually replacing the screenshot in every single article he used it in individually, he updates the existing file in File Library with the new screenshot.  This approach has some great advantages:

  • It's a real time-saver for editors (one update in File Library rather than manually editing a bunch of articles)
  • It keeps the File Library from getting bloated with old/outdated/duplicate copies of files
  • It guarantees that everywhere the screenshot was used, it's updated to the latest version of the file

We strongly recommend updating files from the File Library!

To make this kind of update:

  1. Go to Library > Files.
  2. Find the file you'd like to edit (use search or the Labels filters if necessary).
  3. Click on that file.
  4. Click the Edit link in the lower left corner or just above the file thumbnails on the left.
    Select file and click one of the two Edit links
  5. Click the Upload New File button in the lower left.
    Upload New File
  6. Navigate to and select the new version of the file you want to replace the existing one.
  7. The name of the file you've selected will display in the lower left corner. If this is correct, click the Save File button in the lower right.
    Confirm new file to be uploaded in lower left is correct and Save File

As the warning at the top of the pop-up notes, while most articles will update immediately, some can take up to an hour to update. Contact us if you have issues with a file not updating.

Find a file's URL

There are a few places within KnowledgeOwl where you might need to have the URL to your image, like Changing the background image on your homepage.

There are two ways to get that URL:

  1. Go to Library > Files.
  2. Click the hyperlinked name of the file.
    Screenshot showing the File Library with a callout to one of the file's hyperlinksFile hyperlink in File Library
  3. This will open the image in your browser. Copy the URL from your address bar to use it where you need it.
    Screenshot showing the file URL in a browser's address barSample file URL in new tab of browser

Alternatively:

  1. Go to Library > Files.
  2. Click the image thumbnail.
    Screenshot showing the File Library with a callout to a file thumbnailFile thumbnail in File Library
  3. This will open the details of the image in the lower left. You can copy the URL from there to use it where you need it.
    Screenshot showing the File Library with a single file selected, details showing in lower left, and callout pointing to the URL in those detailsFile details open in lower left window

Using labels as filters

Once you have added file labels to your files, those file labels can be used to filter your File Library. To do so:

  1. Go to Library > Files.
  2. Click the Filter by Labels dropdown.
  3. Select the label(s) you'd like to use as filters. If you select more than one label, only files with all the selected labels will be displayed.
  4. Once you select a label, the File Library display will update to show only the files with that label. Here, I've selected "screenshot":
  5. To remove a label from your filter, click on it again to deselect it. (Or reload the page.)

You can combine the labels filter with the file type filter and search, too.