Media and AI Search for Desktop

Overview

This article explains how to use the Media and AI Search features in OpenSpace. The Media feature organizes all your uploaded Field Notes and photos in one place for easy viewing, searching, and bulk management—in a photo gallery-style interface. The AI Search tool enables you to quickly find relevant images by typing natural language queries, improving efficiency for managing and finding project documentation.

Permissions 

*Editors can only bulk delete photos they uploaded. Editors also cannot bulk delete Field Notes through the Media page.

**Site Admins and Org Admins cannot bulk delete Field Notes through the Media page. 

Prerequisites

You must have access to an OpenSpace project with the Media feature enabled.

Using Media on web

Navigating to the Media tab

• From your project dashboard, look for the navigation bar on the left side.
• Click the Media tab to access all uploaded Field Notes and photos for your project.

Viewing and organizing your Media

• All Media, including Field Notes and photos, are displayed.
• Use the filters (Date, Sheets, etc.) to narrow down your results.

Using the AI Search bar

• At the top of the Media page, locate the search bar.
• Type a query in plain language, such as “dark flooring,” “fire hydrant,” or “lockers.”
• Our AI will find and display all Media content based on your search..

Uploading new photos

• Click the Upload button on the right side to add more photos to your project.

Using bulk actions

• To quickly manage multiple items, use the Select all, Download, or Delete buttons in the top right corner—these actions enable you to handle many Field Notes or photos at once.
• Note: You cannot currently bulk delete Field Notes from the Media page.

Understanding Media organization

• Photos taken with the mobile app’s viewfinder that aren’t converted to Field Notes will be listed as photos.
• If a Field Note includes multiple photos, any photos that are not set as the primary image will appear under Photos.
• Note: Image attachments added after a Field Note is created do not show up as photos in Media.

Viewing photo details

• Click on a photo to enlarge it and view details.
• If the photo is linked to a Field Note, you’ll see a  Reference section—click View to open the associated Field Note.

FAQ 

Can I bulk delete Field Notes from the Media page?
No, bulk deleting Field Notes from the Media page is not supported at this time.

Are photos added as attachments to Field Notes after they were created visible in Media?
No, photos  added as attachments after A Field Note is created do not appear in the Media page.

What counts as a photo versus a Field Note?
Photos taken in the mobile app that are not converted to Field Notes, or additional images included in a multi-photo Field Note (that are not the primary image), are listed as photos.

Can I search for objects or text in my photos and Field Notes?
Yes, the AI search bar lets you use natural language to find items, features, or details within your images.

If you have any additional questions please reach out to the OpenSpace Support team at support@openspace.ai.