Author role for file deletion
| Author Roles | Anonymous | Writer | Editor | Publisher | Agency Manager |
|---|---|---|---|---|---|
| Direct Link to a Direct Image or Document | LEGACY | NOT DESIRED | NOT DESIRED | NOT DESIRED | NOT 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 |
Check usage
It's important to make sure you are not deleting media items that are being used within Microcontent or other pages. You will know if a Media item is being used when you click on the delete button and a pop-up alert appears saying there are recorded usages of this entity.
To check if the Media item is being used, edit the document, then go to the Usage tab.
The Usage tab will show which pages the item is used on.
- Default: This means the Media item is on the current version of the page(s) listed and linked under 'Entity.'
- 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. If you delete the Media item and need to revert to an old revision, the Media item will not be available. The old revision will be listed and linked under 'Entity.'
How to delete a file from the Media Library
To delete a file from the Media Library, click the small arrow next to the 'Edit' dropdown in the Media Library.
Make sure you don’t delete Media that’s being used in Microcontent or other pages.
The Media item is still on pages or within Microcontent
You'll know a media item is in use when you click the delete button. A pop-up alert will show there are recorded usages of this entity.
Click the 'recorded usages' link. This will show the list of content where the Media is published.
After you remove the Media from the listed content, it's safe to delete it from the Media Library after checking it's not being used in any other page.
What happens if you delete a file that is being used?
For example, a common "Site unavailable error" happens because a file was deleted when it was being used within a Link Collection list. Since the Link Collection list now has a broken link within it, the page crashes and causes the "Site unavailable error." A good rule of thumb is to make sure to check your links within the revisions before you revert back to the old version.
You might see this error message if you go back to an earlier version of a content type or Microcontent type using the revisions tab. Reverting to the previous revision that contained the deleted file risks creating a broken link.
Media items in the trash
Your deleted items 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.
After the 30 days, a Media item will be permanently deleted from the Trash and from the site.
Purge
To delete an item right away from the Trash can, click the small arrow next to the 'Restore' dropdown. In the dropdown, choose the 'Purge' button.
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 and restore to the Media Library.