# Details, preview, and usage of a media item

At the end, you know what a media item is, what it looks like, and where it is used. You have changed its name and tags, downloaded the original if needed — and you know the reason when a media item cannot be deleted.

> **Type:** guide
> **For:** Anyone who maintains media or wants to know what is still running before tidying up.
> **Prerequisite:** the permission to view media. To change the name and tags, you need the permission to edit media.
> **Where in the portal:** **Media** › click a tile › **Media details**

## Steps

### Open and change details

1. Click the tile in the grid. **Media details** opens on the right. In the **Gallery** view, **Open details** leads there.
2. The **Details** tab lists **File name**, **Type**, **Size**, **Status**, **Dimensions**, and, for imported files, the **Origin**.
3. Change **Name** and **Tags** and confirm with **Save**. You create a tag with **Type a tag and press Enter**.

![The open Media details next to the grid: the preview, which you can enlarge through “Show media preview large” (1), the Details and Usage tabs (2), the Name and Tags fields with Save (3), and the footer with Download and Delete (4)](/docs/content/bilder/38cc6104-media-details.png)

### View large and download

1. **Show media preview large** opens the preview at full size. For a video, a player appears there. The generated preview image serves as the start frame, and the original is what plays.
2. **Download** downloads the original file.

For this, the portal requests a fresh, short-lived address each time, valid for about 15 minutes. An old link from your browser history therefore stops working after a short time.

### Check where a media item runs

1. Switch to the **Usage** tab.
2. Read the entries. They come from two sources: **Scene**, when the media item is part of a widget in a published scene version, and **Branding**, when it is stored as a logo or favicon.
3. If it says **Not used anywhere.**, the media item is free.

> **Caution:** As long as a media item is used anywhere, it cannot be deleted. The attempt is rejected and names the number of references. That way, no image disappears that is currently running on a display. Remove it from all scenes and from the brand first — then the lock releases it.

## Options

### Process a media item again

If a media item has the status **Error**, the details give the reason under **Processing failed** and offer **Process again**. The same action sits in the tile's action menu (the ⋮ icon at the top right). The file itself stays untouched. Only the creation of the preview runs once more.

## Check the result

After saving, the message **Changes saved** appears, and the tile carries the new name. The **Status** is **Ready** as soon as the preview is finished. The **Usage** tab lists each scene and the brand individually.

## If something goes wrong

| Symptom | Meaning | Solution |
|---|---|---|
| The tile shows no preview image | Processing is still running (**Uploading** or **Processing**) | Wait a moment until the **Status** is **Ready**. |
| The media item carries the **Error** badge | The preview failed | Read the reason in the details and choose **Process again**. |
| Instead of the player, a note about preparation appears | The original was recorded in a format the browser cannot play, such as HEVC | Wait until the playback version has been created. |
| An old download link leads nowhere | The address is valid for only about 15 minutes | Download again through **Download**. |
| **Delete** is grayed out or rejected | The media item is used in a scene or in the brand | Check the usage, remove it there, then delete again. |
| **Save** is missing, **Name** and **Tags** cannot be changed | You lack the permission to edit media | Check the role or permission with your team. |

## Related

- [Delete, trash, and retention](/docs/content/delete-and-trash)
- [Place and arrange widgets on the stage](/docs/content/place-widgets)
- [Brand: logo, favicon, and colors](/docs/organization/brand)