Media Library and Bulk Recording Download

What It Does

A new Media page lists Assist session recordings and snapshots so an administrator or a user can view them, download one file, or download a selected group as a single ZIP.

Why This Matters

Collecting recordings one file at a time is slow when a day of sessions produces many files. Media gives each tenant one place to find those files and take several of them at once.

How to Open Media

1. In the Admin portal, open Media. It sits in the menu between Users and Content. Administrators see recordings and snapshots created by everyone in the tenant. A super admin can open the same page for a tenant.
2. In the User portal, open Media (it follows Dashboard). The list shows only sessions of the signed-in user.
3. Choose a time period: Today (the default), This Week, This Month, or Custom Date.

What Each Row Shows

• File name — recordings and snapshots. A long name is shortened from the front so the end of the name stays visible; the full name is in the tooltip.
• Time — when the recording started, or the time carried in a snapshot’s file name.
• Created by — the session host.
• Email — when the Portal has it.
• Session ID.

Columns can be sorted. The list defaults to newest first. Instruct sessions are omitted.

How to View or Download

1. Open the row menu and choose View or Download.
2. View plays a recording in the Portal when streaming is available, and otherwise opens the file. A snapshot opens in the image viewer (zoom, rotate, and download).
3. To download several files, tick the rows you want (up to 10), then select Download. The button shows the count, for example Download (4), and stays unavailable until at least one row is ticked.
4. While the ZIP is prepared, the button shows progress (files completed, transfer rate, and time remaining). When it is ready, the browser downloads one ZIP. Selecting the same files again within 24 hours reuses that ZIP.

Key Capabilities

• Include Snapshots — adds snapshots to the list and to the ZIP. When video recordings are unavailable, snapshots are included by default.
• Limits — 10 files per download and 10 GB per download. A file the job cannot include is called out, and the ZIP contains an _errors.txt describing what was skipped.
• Recordings follow the connector — recordings are listed when the Amazon connector is on and Enable playback and download in portal is on. Otherwise the page lists snapshots. That playback setting stays available when video recording itself is off, so recordings already stored can still be opened and downloaded.

Secure Recording Sharing

What It Does

From the Media page, a person who can see a recording can share it by email. Each recipient confirms the address with a one-time code and downloads the file from a simple page. No Portal account is required.

Why This Matters

Recordings often need to reach someone outside the tenant, including a colleague in another region. Today an administrator downloads the file and forwards it through a separate tool such as Microsoft Teams. Sharing sends a protected link instead, and the sender can see whether it was retrieved and can revoke it.

How to Share a Recording

1. On Media, open the row menu of a recording and choose Share. Snapshots cannot be shared.
2. Enter one or more email addresses (up to 10). Separate addresses with a comma, semicolon, space, or Enter.
3. Set Link valid for (days). Choose from 1 to 30 days. The default is 7.
4. Select Share. Recipients receive an email with a link to that one file.

What the Recipient Does

1. Open the link. The page shows who shared the recording, the file name, its size, and the date and time it is available until.
2. Enter the email address the link was sent to and select Send code.
3. Enter the 6-digit code from the email and select Verify and download.
4. The file downloads in the browser. The same browser can download again until the share expires, without another code. A different browser or device asks for the email and a new code.

Share History

• A shared recording shows a badge with the number of live shares. Open it for Share history.
• Each row shows the recipient, who shared it, when it was shared, when it expires, and the status: preparing, failed, email not sent, sent and not yet retrieved, or retrieved (with the date and time).
• Re-share emails the same link again. The expiry date stays the same. A new expiry comes from sharing again after the current share has expired.
• Revoke ends that share immediately. The recipient receives no separate email, and the link stops working. Tenant admins and super admins can revoke any share; other users can revoke shares they created.
• Expired and revoked shares are removed from the history. There is no share history after a share expires.