Referenced Media lets you show the same photos or videos in different places without having to upload the files more than once. This helps reduce duplicate uploads, saving storage space and making it simpler to organize your content across various Galleries. For example, you can upload your photos to their main Gallery, but if you want to feature a few of them in a separate 'Best of 2025' Gallery, you can just copy the photos as references. This way, they appear in both places without uploading the same files again. Referenced Media makes it easy to curate and share your content wherever you want, while keeping a single, easy-to-manage source file.
How To Create Referenced Media
Referenced media (photos or videos) can be created in two ways:
Manual Copy
- Go to the Gallery where your media is uploaded.
- Hover your mouse over the item you'd like to copy as a reference.
- Click the
ellipsis menu icon in the top right corner of the photo thumbnail.
- From the menu that appears, select the Copy as Reference option.
- A window will open asking you to choose a location for the copied media. Browse through your Folders and pick a Gallery.
- Click Done to copy the selected media as a reference.
When media is copied to a Gallery as a reference, the content will appear in the Gallery without being uploaded there directly. You can use localized actions on the referenced media, or you can use actions on the originally uploaded media that will apply to all references of the media.
QR Code Workflow
When uploading with Group QR codes, any team media is automatically copied as a reference into the individual subject/player gallery. For more information about using a QR Code Workflow, click here to visit the support article.
Localized Referenced Media Actions
After copying as Referenced Media, the referenced media in that Gallery will be indicated by an icon in the bottom left corner of the photo thumbnail. There are a few actions you can use while viewing the Gallery where that content is referenced. These actions apply only to the specific Gallery you are currently viewing.
- Set as Cover Photo - works as expected.
- Add to Collection - works as expected; adds the item to a collection in the Gallery you're currently viewing.
- Remove from Gallery - removes the reference from the Gallery you're viewing. The original media stays in the source Gallery and any other Galleries where it's referenced.
- Copy - creates a copy in the new location using the original media from the source Gallery.
- Download - works as expected.
- Copy Direct Link - copies a link to the media in the Gallery where it’s referenced.
- Set Custom Pricing - allows you to assign a custom price to the selected media in the referenced Gallery when a Price List is being used in that Gallery.
Display Settings & Watermarks:
- Referenced media uses the settings of the gallery it’s shown in, including watermarks, filename display, and download permissions.
Restricted / Disabled Actions
- Edit Media Details - you can only make changes to media details from the original Gallery. These fields are read-only in the referenced Gallery.
- Move - this option has been replaced by Remove from gallery to avoid moving referenced media.
Global Referenced Media Actions
You can also take actions on the originally uploaded media in the source Gallery OR on the referenced media, and these changes will affect all instances of that media in any Gallery where it’s being referenced.
- Replace - When you replace the media, the updated version will show up in all Galleries where the original media was being referenced. If you do this from a referenced version, you’ll see a confirmation letting you know the change will apply across all Galleries using that media.
- Not for Sale and Delete - When you choose either of these options, the change will apply to the media in all Galleries where it’s referenced. If you do this action from a referenced version, you’ll get a confirmation that it will affect all Galleries using that media.