File Management
What it is
File Management is BotBat's centralized media library. It provides a single location where you upload, organize, preview, and manage every file used across the platform, including images, videos, documents, and audio clips. Rather than scattering media across individual campaigns and chatbot flows, the media library keeps everything in one searchable repository with full dependency tracking.
Every file in the library is tracked so you always know which templates, chatbots, or campaigns reference it. This dependency awareness prevents accidental breakage when you replace or delete media. The shared file picker component appears everywhere in the console (template editor, chatbot builder, campaign composer), allowing you to select media from the library without re-uploading the same file multiple times.
Storage is metered against your subscription plan. The storage quota meter at the top of the library page gives you real-time visibility into total consumption versus your plan allowance. When storage usage approaches the limit, BotBat sends automated alerts so you can clean up unused files or upgrade your plan before overage charges apply.
When to use
| Scenario | What to do |
|---|---|
| Uploading media for a campaign | Before creating a template that includes an image header or document attachment, upload the file to the media library. |
| Auditing file usage | Check the "Used By" list on any file to see which templates, chatbots, or campaigns reference it before replacing or deleting. |
| Replacing an outdated file | Swap out an old product image or document with a new version. The dependency warning tells you every asset that will be affected. |
| Monitoring storage quota | Review the storage meter to see how much space your workspace has consumed relative to your plan limit. |
| Organizing files by category | Use folders to keep your media library navigable as it grows, especially when multiple teams upload content. |
| Preparing WhatsApp template media | Verify that images and documents meet WhatsApp's strict format and size requirements before submitting templates for approval. |
Steps
Uploading files
Navigate to Account > Files in the sidebar. Click the "Upload" button to open the upload dialog. You can select one or more files from your computer, or drag and drop files directly into the drop zone. The following formats are supported:
| File type | Supported formats | Maximum size (Growth plan) |
|---|---|---|
| Images | JPEG, PNG, GIF, WebP | 16 MB per file |
| Videos | MP4, 3GP | 64 MB per file |
| Documents | PDF, DOCX, XLSX, PPTX | 100 MB per file |
| Audio | MP3, OGG, AAC, AMR | 16 MB per file |
File size limits vary by plan. Starter plans have lower per-file limits, while Enterprise plans offer the largest allowances. If an upload exceeds the per-file limit, the system rejects it with a clear error message indicating the maximum allowed size.
Uploaded files are scanned for malware automatically. Files that fail the scan are quarantined and not made available in the library. You receive a notification if any upload is rejected.
Organizing files into folders
Create folders to group files by campaign, channel, team, or any organizational scheme that works for your workflow. Click "New Folder" in the sidebar, name it, and drag files into it. You can nest folders up to three levels deep. The bulk-move action lets you select multiple files and relocate them to a different folder in a single operation.
Starting with a clear folder structure early prevents the library from becoming unmanageable as it grows. A recommended structure is to create top-level folders by department (Marketing, Support, Product) and subfolders by quarter or campaign name.
Searching and filtering
Use the search bar at the top of the library to find files by name or partial name. The filter panel on the left lets you narrow results by file type (image, video, document, audio), upload date range, and uploader. Combining search and filters is especially useful in libraries with hundreds of files.
Viewing file details and dependencies
Click any file to open its detail panel on the right side of the screen. The panel displays the file name, size, format, upload date, and the name of the person who uploaded it. Most importantly, the "Used By" section lists every template, chatbot, or campaign that currently references this file.
The "Used By" list is live and always reflects the current state. If a template is deleted or a chatbot flow is modified to use a different file, the reference disappears from this list automatically. This makes the detail panel a reliable source of truth for dependency auditing.
Replacing a file
In the file detail panel, click "Replace." Upload the new version of the file. Before the replacement is finalized, a dependency warning dialog appears listing every asset that references the current file and will automatically switch to the new version.
Review the list carefully. After confirming, the replacement is applied everywhere the old file was used. There is no automatic rollback, so if the new file has issues (wrong dimensions, corrupted format), you need to replace it again with a corrected version. Always preview affected templates and chatbot flows after a replacement to confirm proper rendering.
Deleting files
Select one or more files and click "Delete." If any selected file is currently in use, the system displays a warning listing every affected asset. You must acknowledge the warning before proceeding. Deleting a file that is in use causes the referencing template, chatbot, or campaign to display a broken media placeholder, which can negatively impact the customer experience.
Checking storage quota
The storage meter at the top of the file library page shows total storage used versus your plan allowance as both a number (e.g., "3.2 GB of 10 GB") and a percentage bar.
When usage exceeds 80%, the meter turns amber. At 95%, it turns red and BotBat sends an email alert to workspace administrators. If storage is full, new uploads are blocked until you free space or upgrade your plan.
Common pitfalls
| Pitfall | Why it matters |
|---|---|
| Uploading oversized files | Each plan has per-file and total storage limits. Compress images and videos before uploading to maximize your quota. |
| Deleting files that are in active use | Removing a file used by a live chatbot or an approved WhatsApp template breaks the customer experience. Always check the "Used By" list. |
| Not organizing early | A flat media library with hundreds of files becomes unmanageable quickly. Create a folder structure before the library grows large. |
| Ignoring format requirements | WhatsApp templates have strict media format and size requirements (e.g., images must be JPEG or PNG, max 5 MB). Uploading an unsupported format causes template submission to fail. |
| Replacing a file without testing | After replacing a file, preview the affected templates and chatbot flows to confirm the new media renders correctly. |
Use descriptive file names like summer-sale-banner-2026.png instead of IMG_4532.png. This makes searching and auditing much easier as your library grows.
- File Management
- Upload Files
- File Detail
- Replace File
- Storage Quota
- Media Picker