Organize media so people can find it#

As a library grows, the important question is not only "where is this file?" but also "which files belong together?" Contoprix gives you folders, tags, and collections. They work together, but they are not interchangeable.

Tool	Best for	Can an item belong to many?
Folder	A single library location and simple hierarchy	No - an item has one current folder
Tag	Search labels that cut across folders	Yes
Collection	A named group selected for a campaign, product, or editorial set	Yes

Start with a simple structure#

Use folders for stable, predictable locations. Keep the hierarchy shallow enough that a new editor can find an item without opening many levels.

Example folder structure

Brand
  Logos
  Social images
Products
  Cloud Desk
  Mobile App
Editorial
  Blog
  Case Studies

Then add tags for labels that cross those folders:

Example tags

launch-2026
customer-story
approved-for-social

An image can live in Editorial / Case Studies and still carry both customer-story and launch-2026 tags.

Create a collection for a real editorial group#

A collection is a deliberate list of media items. It is useful when the items are related but do not belong in one folder.

Example: the Spring product launch collection could contain:

a hero image from Products / Cloud Desk;
a customer quote card from Editorial / Case Studies;
a social graphic from Brand / Social images;
a downloadable product PDF.

To build it:

Open the Media Library for the correct website.
Create a collection named Spring product launch.
Add a short description so another editor knows when to use it.
Select existing media items and add them to the collection.
Open the collection when you need to review the campaign assets together.

Collections do not copy the file. They record membership in a group, so the same original can appear in more than one collection.

A practical example#

Imagine that a campaign uses the same five approved images in a landing page, email, and social posts.

Campaign setup

Folder:       Products / Cloud Desk
Tags:         cloud-desk, approved, launch-2026
Collection:   Spring product launch

The folder helps editors browse product files. The tags help them filter by approval status or launch. The collection gives the campaign owner one place to review the exact approved set.

Moving, archiving, and deleting#

These actions have different effects:

Action	What changes
Move to a folder	The item's one library location changes. Tags and collection memberships can remain.
Remove from a collection	Only that collection membership is removed; the media item remains in the library.
Delete a collection	Its membership records are removed; the underlying media files remain.
Archive media	The item is marked archived for library management. Review usage before doing this.
Delete media	The asset itself is removed. Check recorded usage first.

Warning

A collection is not a public website feed. The current media delivery response returns media information and variants, not collection membership. Use collections to help editors curate assets; model a public gallery or campaign section with content and page components.

Keep the library healthy#

Create folders for long-lived categories, not every short campaign.
Use a consistent naming style for tags: for example, lowercase words separated by hyphens.
Check search results before uploading another copy of the same file.
Prefer one approved asset with clear tags over several near-identical versions.
Remove obsolete campaign items from collections after the campaign ends, but keep the original if another page still uses it.
Record copyright and credit information on the media item itself rather than only in a collection description.

Quick decision guide#

If you are thinking...	Use...
"Where should editors browse for this file?"	A folder
"How can I find all approved social images?"	A tag
"Which files are approved for this launch?"	A collection
"How do I show a gallery to visitors?"	A content type or page component, not only a collection

See Uploading Media for the first steps and Variants for image-size choices.