Overview
This article helps you upload, manage, and organise files using two distinct features in Access Volcanic: the Image Library and the Upload Library. The Image Library stores reusable images for your website pages, while the Upload Library manages documents and larger files. Both libraries are accessible through your Admin Area and provide tools for uploading, viewing, editing, and removing files with keyword search functionality.
Key benefits
Store and reuse images across multiple pages through the Image Library.
Organise documents and larger files separately in the Upload Library.
Search through uploaded files using keyword filtering in both libraries.
Upload, view, edit, and remove files directly from the Admin Area.
Generate hosted URLs for images to use in integrations or external applications.
Access front-end editing tools for adding and changing images on website pages.
Manage file organisation with clear separation between images and documents.
Before you start
Before uploading and managing files, ensure you have:
Admin access to your Access Volcanic platform.
Images prepared in appropriate formats (JPEG for banners and photos, PNG or SVG for logos).
A clear file naming convention to avoid accidentally deleting images in use.
📌 Note: The Image Library is for reusable images, while the Upload Library is for documents and larger files up to 20MB.
Accessing the Image Library and Upload Library
Both libraries are accessed through the same area in your Admin Area.
Log in to the Admin Area.
Click the Your Website tab near the top.
Under the Content heading:
Select Image Library for managing images.
Select Upload Library for managing documents and larger files.
Each library displays a list of uploaded files with options to upload, view, edit, and remove files, plus a keyword search bar to help filter through your uploaded content.
⚠️ Important: Deleting a file removes it from all pages that use that file.
Uploading files to libraries
You can upload images to the Image Library and documents to the Upload Library using the same basic process through your Admin Area.
Uploading images to the Image Library
Use descriptive file names such as about-us-banner.jpg or team-photo-marketing.jpg to help identify where images are used.
Navigate to Image Library in the admin area.
Click the green + New button.
Browse and select the image from your device.
Click Submit.
The image will appear in your library with options to view, edit, or delete it.
📌 Note: Clear naming helps avoid accidentally deleting images that are still being used on live pages.
Uploading documents to the Upload Library
Use the Upload Library for documents such as PDFs, Word files, or other non-image content.
Navigate to Upload Library in the Admin Area.
Click the + New button.
Browse and select the document from your device.
Click Submit.
The document will appear in your library and can be linked from your page content as needed.
📌 Note: The Upload Library supports files up to 20MB.
Editing images on your website
You can add or change images directly on your website pages using Edit Mode.
📌 Note: See our Edit Mode guide to learn more about this tool.
Changing an existing image
In Edit Mode, locate the image you want to update.
Click the lava image or blue upload icon on the image.
Select Change image.
Choose to upload a new image or select one from the Media library.
To upload a new image:
Click the Upload tab.
Select your image file.
Click Upload Files.
Go to All Images.
Select your uploaded file.
Click Set Image.
Crop or compress if prompted.
Click Apply.
Click Save Changes.
To use an existing image:
Go to All Images.
Select the image you want to use.
Click Set Image.
Crop or compress if needed.
Click Apply.
Click Save Changes.
🤓 Tip: We recommend that you crop and compress image before you upload them on your website. Learn more about optimising images from our improve your page speed guide.
Hosting images on URLs
You can generate direct URLs for images to use in integrations or external applications.
Upload the image to the Image Library.
Locate the file in your library.
Click the eye icon (labelled 'view') next to the image.
Copy the displayed URL.
⚠️ Important: Only use hosted URLs for non-sensitive images.
Best practices
Use descriptive, consistent file naming conventions to easily identify files.
Avoid uploading duplicate files to keep libraries organised.
Use the Image Library for website images and Upload Library for documents and larger files.
Use the keyword search feature to quickly find specific files in large libraries.
Keep all images as small as possible without sacrificing quality (generally under 1MB per image).
Use JPEG format for banners and photographs, PNG or SVG for logos and graphics.
Compress images before uploading to maintain fast loading times.
Check for tooltip hints in Edit Mode next to image areas that show required dimensions (e.g., "2000×1000").
Upload images as close to tooltip-specified dimensions as possible to prevent cropping or quality loss.
Verify that files aren't being used elsewhere before deleting them from either library.
📌 Note: Every website is unique, so image requirements vary. Check Edit Mode tooltips for site-specific dimension guidance, and keep file sizes as small as possible without losing image quality.
FAQs
Q1: What size image should I use for my homepage banner or other specific areas?
Answer: Image requirements vary for each website. Check Edit Mode for tooltip hints next to image areas that show the exact dimensions needed (e.g., "2000×1000"). Upload images as close to these dimensions as possible to prevent cropping or quality loss.
Q2: Why is my file upload failing?
Answer: Check the file format and size limits. Images should generally be under 1MB, while Upload Library files can be up to 20MB. Ensure you're using supported file formats for your content type.
Q3: Why does my image appear stretched or distorted on the website?
Answer: The image dimensions may not match the required aspect ratio. Check Edit Mode for tooltip guidance on required dimensions and use the crop tool to maintain proper proportions.
Q4: Why is a file missing on my live website?
Answer: The file may have been deleted from either library. Check that the file exists in the appropriate library before removing files, as deletion affects all pages using that file.
Q5: What's the difference between the Image Library and Upload Library?
Answer: The Image Library is specifically for images you'll use across your website pages. The Upload Library is for documents, PDFs, and other non-image files up to 20MB.
Q6: Can I use the same image on multiple pages?
Answer: Yes, images stored in the Image Library can be reused across multiple pages and components without needing to upload them again.
Q7: How can I see which pages are using a specific file before I delete it?
Answer: Access Volcanic does not provide a feature to show which pages use a specific file before deletion. This means you cannot check where files are currently displayed before removing them. If you delete a file that is still being used on your website, it will create broken links or missing images on those pages.
Q8: Can I search for specific files in my libraries?
Answer: Yes, both the Image Library and Upload Library include keyword search bars to help you filter and find specific files quickly.