These instructions are for permanently deleting items from the media library. Once done, the items are gone from your website forever unless you reupload them.

This is different from replacing existing media files.

Author role for file deletion

Author Roles and who can delete media items
Author RolesAnonymousWriterEditorPublisherAgency Manager
Direct Link to a Direct Image or DocumentLEGACYNOT DESIREDNOT DESIREDNOT DESIREDNOT DESIRED
Add Item Using Media Library❌NO

✅YES

✅YES✅YES✅YES
Link to Any Media Library Item (Linkit Link)✅YES✅YES✅YES✅YES✅YES
Unpublish YOUR OWN Media Library Item❌NO✅YES✅YES✅YES✅YES
Unpublish ANY Media Library Item❌NO❌NO✅YES✅YES✅YES
Delete YOUR OWN Media Library Item (Goes to Trash)❌NO❌NO❌NO✅YES✅YES
Delete ANY Media Library Item (Goes to Trash)❌NO❌NO❌NO✅YES✅YES
CAUTION
Delete YOUR OWN File Entirely Off the Hosting
❌NO✅YES✅YES✅YES✅YES
CAUTION
Delete ANY File Entirely Off the Hosting
❌NO❌NO❌NO❌NO✅YES
1

Check Usage

You shouldn't delete a media item if it is being used on a current page.

To check, edit the document, then go to the Usage tab.

Where to click Usage tab

The Usage tab will show which pages the item is being used on and how.

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  • Default: If a page is forced to reload a previous version of the page, the media item is on the version that would be reloaded.
  • Old revision(s): The media item is located on at least one old revision of the page and is not on the current version of the page.
  • Blank: The item is currently being used on a live page.

If you see Blank, you must remove the media item from the page before proceeding to Step 2.

If you see Default and, or Old revision(s), you can proceed to step 2 immediately.

2

How to permanently delete a file

Click the small arrow next to the edit button in the media library. 

Remove files from the media library screenshot

Make sure you don’t delete media that’s used in micro-content or other pages. 

The Media Item is still on pages / microcontent

You'll know a media item is in use when you click the delete button. A pop-up alert will show, saying there are recorded usages of this entity.

Warning message screenshot

Click the 'Recorded usage' link. This will show you the list of content where the media is published. 

Recorded usage screenshot

After you remove the media from the listed content, it's safe to delete it from the media library.

3

Media items in the trash

Your deleted item will stay in the trash under the 'Media' tab for 30 days. This gives you time to restore any media item you might have deleted by mistake. 

Media trash screenshot

After the 30 days, a media item will be permanently deleted from the trash can and from the site.

Purge

To delete it right away from the trash can, click the small arrow next to the 'Restore' button. In the dropdown, choose the 'Purge' button. 

Permanantly removing items from trash screenshot

This will remove it permanently from your site.

Restore

If you deleted a media item by accident, you can restore it within 30 days of deleting it.

Inside the Trash tab, click on Restore to remove the document from the Trash.

The document will be put back into the media library.