Media Manager vs File Browser: When should I use each?

Short answer: 

• Use Media Manager when you’re working inside a record or object and want a focused, embedded file experience. 

• Use File Browser when you need to find, explore, or manage files across many objects and records from one place. 

Both use the same core file capabilities, but they’re optimized for different starting points. 

When to use Media Manager 

You’re working in the context of a single record or object. 

• You’re on a record page

  • Case, Opportunity, Account, custom object, etc. 

  • You only need to see and manage files related to that specific record. 

• Teams need object-specific views 

  • Support might care about Case-related files (screenshots, logs). 

  • Sales might care about Opportunity-related files (quotes, proposals). 

  • Each object can have its own columns, filters, grouping, and actions tuned to that team. 

• You want an embedded file experience 

  • Users stay on the Lightning record page to upload, preview, version, or manage files. 

  • Row actions, list actions, inline updates, and versioning are all done without leaving the record. 

• You rely on FileMate or Focus mode 

  • You want FileMate (Translate, Extract, Summarize, Q&A) available right from the record. 

  • You use Focus or other record-level enhancements that are specific to the Media Manager component. 

Think of Media Manager as: 

“I’m working on this record and just need the right files around it.” 

When to use File Browser 

You’re starting from files first, not from a specific record. 

• You need cross-object visibility 

  • See files across multiple objects and records in one place. 

  • Perfect for “show me all files for this customer across Accounts, Opportunities, and Cases”. 

• You’re doing ad-hoc search or discovery 

  • Start from all files (or a broad search), then narrow down with filters, search, and grouping. 

  • Great for “I don’t know which record it’s on, but I know the file name / type / owner.” 

• You want File Tree or flat views 

  • Navigate via a File Tree (Objects → Records → Files), or 

  • Switch to a Flat View to see everything in a simple grid and work through it quickly. 

• You are configuring or reusing setups 

  • Use File Browser as a central place to: 

  • Search and open existing configurations 

  • Clone configurations and tweak them 

  • Import/export configuration files to share or back up 

  • Helpful for admins who manage multiple file experiences across teams. 

• You’re doing admin-style work on files 

  • File audits, cleanup, bulk operations, or checks that span many records and objects, not just one. 

Think of File Browser as: 

“I’m starting from all files and want a powerful workspace to explore and manage them.” 

Quick rule of thumb 

• Starting from a record? → Use Media Manager. 

• Starting from “I need to find or work with files across the org”? → Use File Browser.