The presentation of information via images and videos makes your documents more readable. On the one hand, this improves processing time and, on the other hand, prevents errors in the work steps, which increases the quality of execution. Therefore use visual elements in your documents to present processes and instructions clearly and comprehensibly. In addition, PDF files with drawings, for example, can also be integrated and displayed.


Embedding media

In this section, we show you how to include media in work instructions and checklists and link them to operations. You can insert media into your documents in the following three options.

Add Media Files

Drag & Drop

As you are used to from other applications, you can simply drag & drop media into a document in the editor. Drag the media file from explorer to the dashed area under a workspace. It is also possible to insert several images at once in this way.

Drag & Drop

Add from device

As an alternative to drag & drop, you can also upload media from your device or a (network) drive. An explorer window opens, allowing you to select the appropriate file(s). Newly added media will be saved in the library and can be added again at a later time. To do this, use the following option add from existing media.

Add from device

Add existing media

Existing media are media that are already available in this document or in the global media store and are thus in the media library. Select one or more media-files that you want to add to the document. You can use the actions option to decide whether you want to create a new step for this or use it in one process step.

Add existing media

Assign and remove media from process steps

As soon as you uploaded the media file(s), they are already assigned to the corresponding process step or are available from the attached media for further use in other steps and operations. Within a step, media can be easily moved from one operation to another using drag & drop.

If you want to remove an image, you can selectively remove the image from the document or remove it completely from the document.

Remove Media

Distinction between global and local media

In cioplenu, a distinction is made between global media and local media.

  • Global media are available centrally for all documents via the media menu item. These offer the advantage that changes (e.g. adding markers) or an exchange of the image take effect in all documents that use this medium. Ideal for mass changes in variants.

  • Local media are only stored in a single document and are therefore only available for this document. If a medium is only used in a specific document, it is sufficient and useful to include it as a local medium. Likewise, a medium can be used locally if markings in an identical image differ depending on the document.

local or global media

Use and transfer of global to local media and vice versa

The Media tab within a document can be used to see the Status of a media. In this column, you can see directly whether the medium is used local or global.

A global media can be transferred to the local storage via the action Disconnect from Global. Local media can also be converted to global by using the Convert to Global actions.

Global and local media

Translation of the media name

If a document is created in several languages, the descriptions of the images are not automatically adopted and must be translated separately. If the original description is still applicable, it can be copied from one language to the other using the Language action in the Media tab of the document. If applicable, you can also select all media at once and copy the language.


Edit images

To use images accurately in manuals and for instructions, you often need to crop, rotate, add shapes and text, as well as safety notes. With the integrated image editor, you can edit photos and graphics quickly and easily without having to resort to additional software. Since the changes are created on a new image layer, they can be easily changed again afterwards or removed at any time.

Open image editor

Select an image and then click on Edit in the Media Preview or the drop-down menu. Editing is not possible until the document is in edit mode. Note: If the image is a global image, editing directly in the document is not possible. For this, the image must be opened and edited via the global media.

Edit Media

Insert shapes and text

In the image editor you can insert any number of shapes, text elements and pictograms into the image and adjust their size, orientation and color.

Insert shapes and text

Crop, rotate and reset image

In the upper left area of the image editor you will find the crop tool. Using the blue frame, you can select the section and adjust its size. Confirm the selection with crop.

Also in the upper left area of the image editor are the two arrows for left and right rotation, with which you can rotate the image 90 degrees clockwise or counterclockwise.

In the upper right corner of the image editor there is a smaller gray button with a counterclockwise circle. Clicking this will ask you if you really want to reset the image to its original state. Confirm with reset to reset it. Only when you click save will the current state of the image be saved.

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Save image

If an image is used in several operations and you want to make a change, the following message appears. When saving, you can choose whether you want to create a modified copy for one operation or modify the image as a whole.

Save media

Edit Videos

Videos can be easily cut to the right length in the Creator. This gives you the option of actually focusing only on the relevant seconds in the case of longer recordings. This saves time during later use and avoids ambiguities.

You open the video editor in the same way as the image editor. In addition to trimming the video, you can turn audio playback and autoplay on and off, and decide on the playback mode - one-time playback, repeat playback, and one-time playback followed by playback of the subsequent video.


Defaults for used files

File sizes:

  • Minimum - 1kb

  • Maximum - Picture: 512 MB; PDF: 1 GB; Videos: 2 GB

File formats:

  • Picture - JPG; PNG

  • Videos - All formats that are convertible with the help of FFmpeg.

  • PDFs - All formats that can be displayed in the web browser without additional add-ons.



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