Categories, sharing, and storage

The Settings tab

Open Content → Assets and switch to the Settings tab. It holds two things: your storage summary and your category list.

Categories

Categories are the top-level grouping in the library, and every asset belongs to one. AppGram ships a starting set that mirrors where assets typically get used:

• Help center — screenshots and walkthrough video for help articles
• Release — imagery for release notes and changelog entries
• Marketing — logos, social images, campaign material
• Onboarding — media used in onboarding flows
• Other — anything that doesn't fit above

You can add your own alongside these. In the Settings tab, add a category by name; use the actions on an existing category to rename or delete it.

Before you delete a category

Deleting a category affects how assets are grouped and filtered. If you're reorganizing, move assets to their new category first (via Edit on each asset), then remove the empty one.

Sharing across the organization

Every asset has a Share across organization toggle, set on upload and changeable later from the asset's edit view:

• Off (the default) — the asset belongs to the current project only.
• On — every project in your organization can see and use the asset.

Share things that are genuinely shared: your logo, product icons, a brand colour swatch, a company intro video. Keep project-specific screenshots private so other teams' libraries stay readable.

Note that sharing controls visibility inside AppGram, not on the web. Every asset's public URL is reachable by anyone who has the link, whether or not it's shared org-wide.

Storage

The Settings tab shows Storage used — the total size of every asset in the current project, with the asset count beneath it — plus a Breakdown by category so you can see which group is taking the most space.

Video is almost always the biggest contributor. If storage is climbing faster than expected, start there.

Working with assets programmatically

Assets are also available through the AppGram API and MCP server, which is useful for bulk imports or automated workflows. Two upload paths exist:

• Direct upload — request an upload URL, send the file bytes to it, then confirm the upload. The server records the file's size and type and marks the asset ready.
• Upload from a URL — hand AppGram a URL and it fetches the file server-side in a single step. Useful for pulling in an existing export without downloading it yourself first. Files up to 500 MB are supported, with a five-minute fetch timeout.

An asset can also be bound to the entity that uses it — a help article, help flow, help collection, wizard step, release, blog post, or onboarding step — so you can look up which content depends on a given file.

Best practices

• Give every asset a real title. Screenshot 2026-04-11 at 14.03 is unfindable three months later.
• Use the description field to note where an asset is used. It saves a hunt before deleting.
• Version in the title (v1, v2) rather than overwriting, so published content keeps working.
• Compress large images and video before uploading — smaller files load faster for your readers too.