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Media folders are the folders down the side of a project’s Media tab, such as Inspection, Existing Damage, or Completion. This page is where you decide which folders exist, which branches they appear in, and whether they’re in use. Changes apply to every project in those branches.
Managing media folders is an Admin task. You’ll find it under Settings, and only team members who can manage workspace settings can open it.

Video: Organize Media Folders (1:19)

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Open Media Folders

1

Go to Settings

Open Settings from the main navigation.
2

Choose Media Folders

Under System Configuration, select Media Folders. You can also type “folders” or “gallery” in the settings search.

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Read the folders list

Each row is one folder:
  • Folder Name — the name your team sees in the project gallery.
  • Branch — the branches the folder appears in. Long lists show the first three and a count, such as +2 more. Hover to see them all.
  • Status — an Active or Inactive badge.
  • Client Portal — a switch for sharing the folder with customers. This column only appears when the client portal is turned on for your workspace.
  • Actions — the pencil icon to edit and the trash icon to delete.
Click Folder Name or Status to sort. On a phone, each folder appears as a card with the same details and switch.

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One folder, many branches

Folders are set up per branch, but a folder with the same name in several branches shows as one row. Editing that row changes the folder in every branch it lists. Deleting it removes it from all of them.

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Starter and system folders

Every new branch starts with the same set of folders: Inspection, Existing Damage, HVAC, Roofing, Setup, Completion, Documents, All Media, Client Collection, Forms, and Competing Proposals. Some of these are system folders. Menaia files media into them automatically, so they’re locked in every branch:
  • Inspection, HVAC, Roofing, All Media, Forms, and Competing Proposals can’t be renamed, deactivated, or deleted. Their row has no trash icon, and opening one shows the details read-only with the note “These folders are automatically added to every branch and can’t be changed.”
  • Existing Damage, Setup, Completion, Documents, and Client Collection are ordinary starter folders. You can rename, deactivate, or delete them like any folder you create.
You can still share a system folder with customers using its Client Portal switch.

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Create a folder

1

Start a new folder

Click Create New in the top-right corner. The Create Folder window opens.
2

Name it

Enter a Name, up to 100 characters.
3

Pick the branches

Open Branches and select every branch that should get this folder. You need at least one.
4

Decide if it's active

Is Active is on by default, so the folder shows up in project galleries right away. Turn it off to set the folder up without using it yet.
5

Save

Click Create Folder. You’ll see Folder created successfully, and the folder appears in the list.
A branch can’t have two folders with the same name. If one of your branches already has a folder with that name, you’ll see “A folder named … already exists in this branch.” New folders aren’t shared with customers until you turn on their Client Portal switch.

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Edit a folder

1

Open the folder

Click the pencil icon on the folder’s row. The Edit window opens with the folder’s name, branches, and active setting.
2

Make your changes

Change the Name, add or remove Branches, or turn Is Active on or off.
3

Save

Click Save Changes. The button stays disabled until you change something.
Keep in mind:
  • Adding a branch adds the folder to that branch’s project galleries. If the folder is shared with customers, it’s shared in the new branch too.
  • Removing a branch deletes the folder from that branch. Any files in it on that branch’s projects move to All Media.

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Deactivate a folder

To retire a folder without losing track of what’s in it, edit it, turn off Is Active, and save. The folder shows an Inactive badge. While it’s inactive:
  • It no longer appears in the Folders list on a project’s Media tab, and your team can’t move files into it.
  • Files already in it stay where they are. You can still find them under All Media.
  • Customers don’t see its files in the client portal, even if its Client Portal switch is on.
Turn Is Active back on at any time to bring the folder and its files back into view. System folders can’t be deactivated.

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Delete a folder

1

Choose the folder

Click the trash icon on the folder’s row. System folders don’t offer this option.
2

Confirm

The Are you sure you want to delete this folder? window warns that all images in the folder will be moved to the All Media folder. Click Yes, delete.
The folder is removed from every branch it’s listed in, and you’ll see Folder deleted. No files are lost: everything that was in it moves to All Media on each project.
Deleting a folder can’t be undone. Anything that was sorted into it ends up mixed in with All Media. If you might want the folder back, deactivate it instead.

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Share a folder with customers

When the client portal is turned on for your workspace, the Client Portal switch decides whether customers see a folder’s files in their portal. Turning it on asks you to confirm with Yes, make visible, because customers see everything in the folder on every project, including files added later. Turning it off hides the folder right away. For the full steps, the Partially visible badge, and how this works with the portal’s Media tab, see Share media folders with customers.
If you don’t see the Client Portal column, the client portal isn’t turned on for your workspace. See Feature availability.

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What’s next

Add & manage project media

See how your folders show up on a project’s Media tab, and move files between them.

Client Portal

Choose which portal tabs customers see and share folders with them.