iClosed Media Library is your team’s shared digital vault that helps eliminate friction of searching through local folders or cloud drives by storing all your visual and document-based sales collateral directly within the Unified Inbox.
Whether it’s a demo video, a pricing PDF, or a personalized voice note, your entire team has instant access to the assets they need to move deals forward.
Important Notes
While all users can use the library to send messages, the ability to manage the assets is restricted to Super Admins and Sales Managers to prevent unauthorized changes to your sales collateral.
Admins can provide additional permissions to other users from the User Management → Roles page.
Getting Started
Navigate to the 
Settings → Media Library to start. iClosed provides two options on how you can upload media:
By clicking on the "Upload Media" button at the top right of your screen, which will automatically open your device storage from where you will be able to select files
or by Drag and dropping file on the center of the screen
Pro Tips
There are no single file size upload limits, except the total Media Library storage capacity defined per subscription plans.
You can upload up to 5 files at a time.
Supported File Formats
The Media Library supports a wide variety of formats to ensure your sales team can send anything from a quick voice note to a comprehensive legal contract. Here are the supported file types categorized by their use case:
Category | Supported Extensions |
Images |
|
Documents |
|
Spreadsheets |
|
Presentations |
|
Audio |
|
Video |
|
Archives |
|
Key Technical Limits
To ensure high-velocity delivery across all messaging channels, keep the following limits in mind:
Bulk Actions - you can upload up to 5 files simultaneously to save time when setting up a new campaign.
Storage Capacity - maximum library storag is up to 1 GB. Current library storage will be displayed in the bottom left of the Media Library page (e.g., 1015 MB / 1 GB).
Max File Size - While the library doesn't have file upload size limit (except the total storage size), individual messaging channels like WhatsApp or SMS may have their own compression or size limits (typically 100MB for most documents/media).
Pro Tips
For the best engagement on mobile-heavy channels like WhatsApp and SMS, we recommend using .mp4 for video and .png for images to ensure they render perfectly on all devices.
You can quickly locate specific files using the global Search bar on the top left of the page.
How to include media file in chat
Here's a short tutorial on how you can include medial files in in Inbox Chat:
click on the Upload Media button on the Inbox Conversation box
Select wether you like to load the file from the computer or from Media Library
And then type in a message and click send.
Media Storage Limit
Media storage limits for recordings, transcripts and Inbox attachments are defined per pricing plans:
Startup up to 1GB
Growth up to 5GB
Business up to 15GB
Best Practices
Standardize the naming conventions
Use a clear, searchable prefix system so your team can find assets in seconds using the # search or library search bar (for example searching for CaseStudy_v2_final.pdf wastes time).
[NAME] - [USE CASE]
Examples:
Document -
Pricing Guide - Standard PackagesVideo -
Case Study - Real Estate NicheAudio file
Intro - Common Objection Handling
Core assets
Don't clutter your library with every file you've ever created - keep files that move the needle. For example:
The Transformation PDF: A document showing the "Before & After" of your service.
The Social Proof Video: A short, high-energy testimonial or case study.
The Pricing/Packages One-Pager: For when the lead asks "How much?"
The "Meeting Prep" Guide: A doc or video that warms them up before their scheduled call.
The Founder's Story: A quick personal video or audio note to build human trust.
Library audit & clean up
As your marketing strategy evolves, your library should too.
Version Control: Delete old versions of pricing sheets or outdated service guides. There is nothing worse than a Setter accidentally sending last year's pricing to a hot lead.
Storage Management: Keep an eye on your 1 GB limit. Delete high-res source files (like raw
.movfiles) and replace them with web-optimized versions (.mp4) to save space.
Optimize for mobile delivery
Most of your leads will view your media on their phones (WhatsApp/SMS).
File Sizes: Keep videos under 15-20MB for instant downloading and viewing.
Vertical Formatting: If you are sending a video or image via WhatsApp, try to use 9:16 (Vertical) aspect ratios so it takes up the full screen and feels native to the app.
PDF over Word: Always send documents as PDFs. They render perfectly on all devices without requiring the lead to have a specific app installed.
Combine media with Message Presets
The "Golden Rule" of the Media Library: Never send a file alone.
A file sent without context looks like spam or a mistake.
The Best Practice: Create a Message Preset (Template) that introduces the file.
Example: "Hey $name! I just pulled up that case study we talked about. Check out the results on page 3—it’s exactly what you’re looking for."
Then, attach the file from the library.
Learn More