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Welcome to Medialake. This guide takes you from an empty account to a team with content synced in, organized into a collection, and reported on — five steps, in

order.

Work through them in sequence. Each one builds on the last.

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to authorize Medialake against it

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Teams are how Medialake separates content, people and permissions. Everything you

sync belongs to a team, so this comes first.

Open the team switcher at the top of the left sidebar, then click My Teams at

the bottom of the panel.

If you see "You are not currently part of any teams", that is expected on a new

account.

You land on Account → Settings → Teams. Click Create Team in the top right.

The table lists every team you belong to with its type, asset count, owner and

creation date. The gear icon at the end of each row opens that team's settings.

The Create Team panel opens. Confirm the Team owner, type a Team Name,

and click Create.

Name the team after what it contains — a brand, a region, a client. Assets and

connections belong to the team that synced them, so a structure you rethink later

means reconnecting sources.

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With the team created, give it an identity and bring in the people who need it.

Open the team switcher, hover the team, and click the gear icon that appears.

The Edit Team page has three sections.

Team Overview holds the team's name and owner. Change the owner with

Change, edit the Team Name, and set a Team Profile Image with Select a

new photo. Click Save when you are done.

Manage Team Members lists everyone on the team with a role dropdown beside each

name. Change roles here, then click Update Team to apply — or Undo Changes

to discard. Add Users brings in someone new.

Delete Team sits at the bottom of the page.

Clicking Add Users opens Create New User.

Fill in Name, Email and Display name, then set:

users, teams and integrations across the whole site, so give it out sparingly.

an initial password and tick Require password reset on first login.

dropdown beside it. Set as default team upon first time sign-in decides where

they land when they first log in.

Click Create.

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Now bring content in. Medialake connects to your existing systems and indexes what

is in them; the files stay where they are.

From the sidebar, open Connections → Catalogue. The Sources tab lists

everything you can connect to, and Storage covers storage back-ends. Find your

service and click View Integration.

The integration panel opens. Click + New Connection, then choose a configuration

under Connection Settings — Medialake's OAuth App is marked Recommended

and is the right choice unless you have set up your own OAuth app. Test checks

the configuration. Click Connect.

Each integration panel also links to its own setup article — useful when a service

needs configuration on its side first.

Medialake hands you to the provider to authorize access, then brings you back.

Next, choose what to sync. The picker is headed Syncing To: and the team name,

so check that is the team you meant. Click + Add beside each folder you want;

they appear under Your Selection on the right, where — Remove takes them

back out. Select all takes everything in the source. Click Next.

On Step 2 of 2, configure the connection:

default is the service name, which gets confusing once you have several.

can be overridden with Edit beside them on the right.

Click Start Sync.

The connection's Settings page tracks it from there. History shows each sync

with its status, folder count, and how many files were found, added and processed.

The header shows Last synced and Next sync, and Sync runs one on demand.

To see what arrived, open Library → All Assets.

Every synced asset appears here, labelled with the source it came from. Search across

them, switch to AI search, narrow things down with Filters, and change the

view with the size slider and the grid and list toggles.

Check the asset count roughly matches the source. A large shortfall usually means the

folder selection was narrower than intended — reopen the connection's Sync

Selection tab to widen it.

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Collections group assets for a campaign, a client or a review. They can be filled by

hand, or by rules that keep them up to date on their own.

Open Library → Collections.

Click the + beside Collections, give it a Name, and click Create.

The new collection starts empty, with three tabs: Assets, Smart Conditions

and Reports.

To have it fill itself, open Smart Conditions and click Add Smart Condition.

Under Scan Settings, choose Automatic to re-scan on a schedule, or Manual

to scan only when you ask.

In Set Conditions, choose whether to match all or any of your conditions, then

build them from a field, an operator and a value — for example Asset name contains

bmw. Add Condition adds more.

The fields come in two groups. From Medialake (indexed) covers what Medialake has

already indexed — Asset name, Date created, Source and Source info —

and is fast. From Source (live) reads from the source system itself, currently

Folder path. Click Done.

Matching assets are pulled in, and a banner on the Assets tab tells you how many

condition groups are applied and when it last ran. Scan re-runs it.

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Reports turn a collection into performance data — how the content in it actually did

across channels.

From the collection, click Send to Report in the top right.

The Reports page offers two types. Content Mapping gives insight into your

whole content ecosystem; Performance shows how content performed across every

channel. Click Create Report on the one you want.

Give the report a Title and, if useful, a Description, then click Next.

Choose what to scan. The picker lists your collections, filterable by All,

Smart and Remote, showing each one's asset count and when it last updated.

Work through the remaining steps of the wizard and the report generates.

A performance report opens on Overview, with a Paid Performance and

Organic Performance toggle. The headline figures are Impressions, Reach

(unique users who saw the content), Engagements (likes, clicks, shares) and

Spend. Below them sits the detail: which collection was scanned, the date range,

how many derivatives were found, the scan setting used, and which media types were

included.

Mapped Assets breaks the numbers down per asset. Generate CSV exports the

report, and Options holds the rest of the actions.

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You now have a team, content flowing in, a collection that maintains itself, and a

report. From here:

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The sync finished but assets are missing. Check the connection's Sync

Selection tab — the folder selection is usually narrower than intended. Then

confirm the account you authorized still has access in the source system.

A connection stopped syncing. Authorizations expire and get revoked upstream.

Open the connection's Settings and reconnect it.

A smart collection is empty. Check the condition matches something — all with

several conditions is strict. Then press Scan, since a Manual collection only

updates when asked.

Someone cannot see the content they should. Roles are per team. Confirm they are

a member of that specific team, and check their role there rather than their account

type.

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Contact [email protected], or use the Help menu in

the product. If something here is wrong or missing, tell us — see

Leaving Feedback.