Using the Media Library

Introduction

The Media Library is your central place for managing the media used throughout your BotLance workspace. Instead of uploading the same image, video, or document every time you want to use it, you can upload it once and reuse it wherever media is supported.

This makes it much easier to manage customer-facing content across your AI agents, workflows, and Inbox. Whether you want your AI to send a product image, a human agent wants to share a document with a customer, or a workflow needs to send a specific video, the same media library can be used.

Uploading Media

To add an asset, open Media Library and upload the file from your computer. BotLance supports different types of media, including images, videos, PDFs, and other supported file formats.

After uploading an asset, give it a clear name and add a short description. These details are important because they help BotLance understand what the media contains and when it may be relevant.

For example, instead of naming a file something generic like “2.PNG”, you could name it “Dental Implant Aftercare Guide” and describe it as “Video explaining what patients should do after receiving a dental implant.” Clear names and descriptions make your media much easier to find and reuse.

How BotLance Finds the Right Media

Your AI agent does not need to manually browse through your entire Media Library every time it wants to send something.

BotLance uses the information associated with each asset, including its name and description, to understand what the media is about. When a customer asks for something that matches an available asset, the AI can identify the relevant media and use it in the conversation.

This means you can build a large library of business media without having to manually connect every individual file to every conversation.

For example, if your library contains a product demonstration video described as “Video showing how to install and use the Pro Model,” and a customer asks how to use the product, the AI can recognize that the video is relevant and send it when appropriate.

Using Media Across BotLance

The biggest advantage of the Media Library is that your assets are not limited to one feature. Once media has been added to your workspace, it can be reused across different parts of BotLance.

Your AI Agent can use relevant media when responding to customers. This allows an AI conversation to include more than text and makes it possible to share useful images, videos, documents, and other supported content naturally during a conversation.

Media can also be used inside AI Workflows. The Media Node allows a workflow to send an asset from your central library as part of an automated conversation. This is particularly useful when a specific image, document, or video needs to be sent at a particular point in a workflow.

Your human agents can also use the same library from the Inbox. When replying to a customer, an agent can select media from the library instead of uploading the same file again.

Quick Replies can also contain media. When creating a Quick Reply, you can combine text with reusable media or voice messages, making it possible to prepare complete responses that your team can send with a single action.

One Library, Used Everywhere

The Media Library is designed around a simple idea: upload once and reuse everywhere.

You don't need separate copies of the same asset for your AI agent, workflows, and Inbox. Your workspace has one central collection of media that different BotLance features can access when needed.

This becomes especially valuable as your workspace grows. Instead of managing hundreds of duplicated files across different features, you can maintain your media in one place and reuse the same assets throughout your customer experience.

Managing Your Media

You can edit the name and description of an uploaded asset whenever you need to. Keeping these details accurate is important, especially when your library contains many similar files.

A descriptive name tells BotLance what the asset is, while the description provides additional context about when the asset should be used. The better this information is, the easier it is for BotLance and your team to identify the right media.

Best Practices

Use clear, meaningful names instead of the original filenames generated by your computer. Add a short description that explains what the asset contains and when it would be useful to a customer.

For example, “pricing.pdf” provides very little context, while “2026 Residential Lighting Pricing Guide” immediately tells you what the document contains.

Keep your library organized and update or replace outdated assets when your business information changes. This helps ensure that your AI agents, workflows, and team members are always using the correct content.

What's Next?

Now that your media is available in one central location, you can start using it throughout BotLance. Add media to your AI conversations, use it in Workflow Media Nodes, include it in Inbox Quick Replies, or allow your AI to select relevant assets naturally during customer conversations.

The Media Library becomes even more powerful as you build more advanced workflows and communication experiences because the same assets can continue to be reused across your entire workspace.