Add and arrange record images

Attach images to a contact, Project, catalog item or variant, order or order line, delivery item, or inventory item. Images have their own captions and order; editing them does not change prices, order quantities or stock.

Upload an image

1. Open the record and find Images.
2. Select the Add image tile and choose a PNG, JPEG or still WebP file. If images are already attached, select Add another beside them.
3. Wait for processing to finish. The image appears after its display copies have been verified.

Biosphere scans the original and prepares a smaller display copy when needed. The original stays unchanged. After an interrupted upload, choose the same file again to resume submission. If the full upload already arrived, open its pending image and select Finish upload.

Set the primary image and order

The first image is Primary. Open another image’s ••• menu and select Make primary to move it first. Use Earlier or Later in the same menu to arrange the other images. These controls also work with a keyboard. If someone else changed the gallery, select Review current order before arranging it again.

Edit a caption or remove an image

1. Select the image. Edit image appears on hover or keyboard focus; on touch screens it stays visible.
2. Edit Caption and select Save caption, or select Remove image and confirm the removal.

Removal immediately prevents new reads through that attachment. Background cleanup removes its provider display copy. Retained original evidence remains. If a caption changed while you were editing, select Review current image before saving again.

Recover a processing failure

Open an image marked Needs attention to read its correction. Select Retry processing when offered. A retry keeps verified preparation and checks for an existing provider result before uploading again. Unsupported, animated, unsafe or mismatched bytes need a corrected original: remove the failed image and upload the corrected file.

Import images

Map an image column to Images. Catalog mappings have separate Variant images and Catalog item images fields. Use a complete HTTPS URL or a JSON list, such as ["https://images.example.test/front.png"]. Descriptors may add a caption and an image-specific revision:

[{ "reference": "https://images.example.test/front.png", "caption": "Front", "revision": "2" }]

Blank or missing cells keep the last known images. An explicit [] withdraws that source’s images. Images from other sources remain. Saving a caption or arranging images keeps them attached even if a source later withdraws them. Removing an image prevents that reference from returning through imports. Use Undo removal during the undo window, or upload a replacement image.

Record import and image processing have separate outcomes. Invalid image fields retain prior valid images and show an import warning. If the gallery would exceed 50 images, current images stay and new claims are held. Remove an image to make room; Biosphere checks current source claims again. Open the gallery to review image processing failures or retry them.

If an external image changes at the same URL, supply its new image-specific revision. A spreadsheet revision alone cannot show which image bytes changed.

What to know

• Each record can have up to 50 images.
• Uploaded originals can be up to 100 MiB, 64 megapixels and 32,768 pixels per side.
• Display preparation fits within 4,096 pixels per side and 9 MB. It applies orientation and removes embedded metadata from the display copy.
• Image access uses the record’s ordinary business permissions. An image URL from the provider is not a permanent public link.
• A catalog merge keeps both galleries, including pending images and removal decisions. The surviving item’s primary image stays first.

Images in the Catalog table

The Catalog shows each item’s primary image beside its name. If that gallery is empty, it uses the first variant with an image. A variant shows its own primary image or its parent’s gallery; it never uses a sibling’s image.

Changing the primary updates these previews. An unavailable preview does not remove the image: select Refresh, or open the record gallery to review its processing status and correction.

Undo removal and receiving photos

After removing a ready image, use Undo within 30 seconds. If deletion has already started, upload it again. Drag images or use Alt-arrow to reorder them; a concurrent gallery change requires a fresh review. Source badges identify where an imported image came from and let authorized staff open its row in Inbox.

Order-line thumbnails prefer their own image, then the variant, then the item’s own image. This does not copy attachments. A pending explicit primary stays primary while processing. Warehouse receiving photos use the same scan and compression pipeline and can appear in client views. Unsubmitted uploads expire after 24 hours; retained original evidence is preserved.