Use the asset panel to add files and media
Add workspace files, uploads, stock media, stickers, Drive files, and shared links to a freeform whiteboard from one panel.
When a freeform whiteboard becomes the place where files, references, and decisions meet, opening a different picker for every source breaks the thread of the work. The asset panel keeps those sources together so you can find the material, preview it, and place it beside the conversation without leaving the canvas.
The short version
Open Upload files on a desktop freeform whiteboard. Search or choose a source from the left rail, then click or drag an item onto the canvas. Use the Canvas elements guide for the rest of the object tools, and keep reading here when a source, provider, or preview behaves differently.
Open the panel where it belongs
The unified panel is a desktop freeform whiteboard surface. Choose Upload files on the floating rail to open it. The panel starts on Workspace files, and the source rail groups browsing, your files, and imports in one place. Switch sources without opening another toolbar panel, then press Esc or use the close button to return to Select.
Page canvases keep their separate upload, YouTube, and sticker panels. If you are working in a page canvas, use the tool that belongs to that canvas instead of looking for the unified source rail.
Pick the source that matches the job
| Source | What it does |
|---|---|
| Workspace files | Searches the active workspace's permission-filtered File Directory. Filter by image, video, audio, document, PDF, or all files, then click or drag a result onto the canvas. |
| Upload files | Opens the device upload flow and shows recent workspace uploads below it. A completed upload refreshes the recent shelf so the new file can be placed again without leaving the canvas. |
| YouTube | Searches YouTube, previews a result, and places the selected video as a canvas object. |
| Unsplash | Searches by text or topic, previews photos, and places a photo with its photographer and Unsplash attribution link. Guests do not see this source. |
| Stickers | Searches the sticker library and places a sticker by clicking or dragging it onto the canvas. |
| Google Drive | Opens the Google Drive picker after authentication. Picked documents are inserted as canvas objects, while the original remains in Drive with Google's access rules. |
| Add from link | Pastes a supported external URL and adds it as a link or rich embed. The original provider still controls access to the source. |
Find and place workspace files
Start with Workspace files when the asset already belongs to your team. The panel searches the same permission-filtered File Directory as the workspace files surface, so a file missing from the gallery is not a hidden global result waiting to be discovered. Use the type chips to narrow the shelf to images, video, audio, documents, PDFs, or all files.
Click a file to place it, or drag the result to the part of the canvas where it belongs. The object uses the normal file or image flow after placement, so file objects, image objects, preview, comments, and download rules still apply.
The short drag flow below shows a file card moving from the panel to the canvas.
Upload a local file and reuse it
Choose Upload files to open the device upload flow. Uploaded files follow the canvas access permissions, and the panel shows recent workspace uploads below the upload action when they are ready to place.
Click a recent file to add it, or drag it onto the canvas. A new upload can appear before its thumbnail or preview is ready. Wait for processing to finish before treating a missing Preview, Download, or thumbnail action as a failed upload. For the full object lifecycle, see Work with file objects.
Search stock media and stickers
Switch to YouTube when the canvas needs a video reference. Search, inspect the title and thumbnail, then click or drag the result into place. After placement, the object follows the normal YouTube and link preview and access behavior.
Switch to Unsplash for photography. Search by a topic or phrase, click a photo to preview it, and use its add action or drag it to the canvas. The placed image keeps the photographer and Unsplash attribution link, and the provider source remains visible to people who can use the source.
The preview flow below shows how to inspect a photo before placing it.
After placement, the object keeps the photographer and Unsplash attribution link.
Use Stickers for a visual signal such as a reaction or status marker. Search for a concrete concept, then click or drag the sticker. Keep important state in readable text or a comment as well, because a sticker alone is easy to misread.
The sticker flow below shows searching and placing a sticker without leaving the canvas.
Keep external sources in their own system
Use Google Drive when the original file should stay in Drive. The picker asks you to connect Google when needed, then inserts only the files you select. The original remains in Drive and continues to follow Google's sharing permissions.
Use Add from link when the source should remain with an external provider. Paste a supported http or https share link, review the provider examples shown in the panel, and add it. The resulting canvas object does not grant access to the original service.
What can go wrong
The unified panel is not there. The panel belongs to desktop freeform whiteboards. On a page canvas, use the separate upload, YouTube, or sticker tool. View-only and comment-only access cannot add assets.
A workspace file is missing. The gallery uses workspace and permission filters. Open uploaded files to confirm the file belongs to the workspace and that you can access it, then return to the panel.
A provider source is missing. Guests do not see Unsplash. Google Drive needs a successful connection, and link imports still depend on the external provider's URL and access rules.
A file appears but cannot be previewed. Upload processing can finish in stages. Wait for the thumbnail or preview to complete, then check Preview, open, and download files for format-specific behavior.
Dragging does not place an item. Start the drag from the gallery card, keep the canvas visible as the drop target, and confirm you have edit access. Clicking the card uses the same placement path when dragging is not convenient.
Related guides
- Page canvases and freeform whiteboards
- Add canvas elements
- Work with file objects on a canvas
- Work with image objects on a canvas
- Use links and YouTube embeds on a canvas
- Preview, open, and download files