Reusable Guide media

Use existing audio or video in a Media block without choosing a new device file. You need Guide editing access. The picker checks current access to eligible media; it is not a directory of private responses or Note evidence.

For image selection, use Guide image sources.

Open the picker

• In an Audio Media block, select Choose reusable audio.
• In a Video Media block, select Other video sources or Change video source, then Choose from this guide.
• For a block's speech recording, open Speech > Audio > Choose from library.

Despite the video choice's label, results can include eligible media from other readable folders. The scope label helps identify the source:

Label	Meaning
This page	Associated with the current page
This guide	Associated with another part of this Guide
Visible folder	Available through another readable folder

Nearby media is prioritized. Results show filename, size, processing status, and usage information. Check the actual recording, not just a familiar name.

Search and select

1. Enter a filename or other identifying term in the search field. Results update after typing.
2. Use Next media and Previous media to browse result pages.
3. Use Refresh media if a file's processing or usage has changed.
4. Select the intended recording.
5. Review the block's caption and playback settings, then Save block.
6. Wait for ready status and test Guide Preview.

Search can match media type, format, processing state, scope labels, and usage labels as well as the filename. Search text is limited to 200 characters. Changing the search returns to the first result page.

Selecting a file updates the block draft. Canceling that draft can discard the selection. Confirm that saving succeeded before expecting its usage count to reflect the new use.

Understand usage

Unused means no references were reported. A reference count identifies known uses; Usage unknown means the picker lacks a count, not that the file is safe to delete.

Usage can change while another person edits. CareMap checks again when deletion is requested. A stale Unused label does not override that check.

Archive or delete

When offered, choose Archive or Delete on a media result, inspect the confirmation and any references, then confirm the intended action.

Archive hides the media from the reusable picker while preserving existing references. It does not remove those uses or make the file eligible for deletion.

Delete is blocked while references remain. Replace or remove the relevant uses and save those changes first. Historical evidence can also retain references; removing the current block may not remove every use.

These actions require permission to edit the source media. Being able to select a readable recording does not necessarily allow managing it. Files managed through Library or Profile Documents must use their own lifecycle.

Archive and Delete take effect immediately when confirmed. Canceling the Block Editor afterward does not undo them. Use Remove audio or Remove video, followed by Save block, when the intention is only to clear that block's source.

Recover from picker problems

For no matches, clear the search and inspect other result pages. Archived media is hidden. If loading fails, check the connection and source access, then Refresh media.

If deletion is blocked, review the listed references and refresh after saving changes. Do not repeatedly retry an unchanged request. Ask the relevant content owner to review references you cannot edit.