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Manage the WhatsApp media library

Check how much cloud storage your WhatsApp media uses and delete files you no longer need. At the end, you know your storage limit and unused files are removed to free space. Takes about 2 minutes.

Before you start

  • Your WhatsApp number is connected to Ohanvi. See Connect your WhatsApp number.
  • You can open the Media Library page. [VERIFY: how users open it, and which role permission it needs]
  • You know which files you can delete. A deleted file cannot be brought back.

What the Media Library holds

The Media Library lists the files you send and receive on WhatsApp, such as images, videos, audio and PDF files. It shows how much of your cloud storage they use.

Each row shows the file name, the file type and the size. A Cloud storage card above the list shows the space used and your limit.

How to open the Media Library

The WhatsApp panel has no Media Library item at the moment. [VERIFY: how users open it. The menu entry is hidden, and Manage storage on the dashboard opens billing, not this page]

Steps

Check your storage

  1. Open the Media Library page. Its title is Media Library, with the line Stored media and the cloud storage it uses.
  2. Read the Cloud storage card. It shows the space used and your limit, in the form used / limit.
  3. Look at the bar under it. The bar changes colour at 80% full, and turns red when it is full.
  4. When the storage is full, the card says Storage full — delete media below to free space, or upgrade your plan.
  5. Click Refresh to reload the list and the numbers.

Find a file to delete

  1. Scroll the list below the Cloud storage card.
  2. Read each row. The row shows the file name, and below it the file type and size, for example image/jpeg · 240 KB.
  3. Pick the files that take the most space, or the ones you no longer use.

Delete a file

  1. On the row, click Delete. The icon is a bin.
  2. In the Delete media? window, check the file name and size.
  3. Click Delete. The message Media deleted appears, and the row leaves the list.
  4. Click Refresh. The Cloud storage card shows the space you freed.

Deleting cannot be undone

Deleting a file frees its storage for good. Cancel the window if you are not sure.

Respond to the dashboard storage alert

  1. Open WhatsApp in the left rail, then select Dashboard.
  2. Look for the alert Cloud storage is full. or Cloud storage is followed by a percentage and full. It appears at 80% or more.
  3. Read the message. It shows the space used by WhatsApp media and your limit.
  4. Click Manage storage. [VERIFY: this opens Billing & Usage, not the Media Library]

Troubleshooting

Issue Cause Fix
No media stored yet No files have been sent or received on WhatsApp yet. Nothing to fix. Files appear after you send or receive media.
The list shows a red error. The list did not load. Click Refresh. If it still fails, reload the page.
Failed to delete media The file could not be removed. Click Delete again. If it fails twice, reload the page and try once more.
The Cloud storage card is missing. No storage limit is set for your account. [VERIFY] Ask your admin.
Cloud storage is full. on the dashboard Your WhatsApp media fills your storage. Delete old files here, or upgrade your plan.