You can manage files and collections across the Studio in one central location. You can view, replace, and delete any files, including those uploaded to content in News and Pages by editors or collections created by Studio users. Use the following options to better manage the files:
- Upload: Add files from your device for content creation
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Collection: Create a selection of files and manage it by:
- Setting sharing permissions to view or manage them within the Studio
- Adding files to your collection
- Removing files from your collection
- Removing the collection
- Filter: Narrow down files by the file type
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Metadata: Hover over a file to get its complete metadata presented in an easy-to-consume manner
- Size: Check the file size
- Used in: See in how many places a file is used
- Timestamp: Find information on when the file was uploaded
- Uploaded by: See the details of the user who uploaded the file
- Different Views: Use the grid or list view based on your personal preference
- Sorting: Sort files by the newest or in alphabetical order
- Search: Find a specific file you're looking for
- Preview: View how an image or video looks like before publishing the content
- Replace File: Replace PDFs and documents with the most updated files without changing the link to their location
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Delete Files: Delete files that are inappropriate or no longer relevant
Deleted or replaced files may remain visible for up to 7 days due to standard browser caching.
Replacing a File
You have access to files uploaded by users across the Studio. If you need to update a file with a new version, you can replace it everywhere, including for all users who have access to it. The original link remains unchanged even after the file is replaced, preventing any confusion. Learn more.
Deleting a File
Deleting a file will permanently remove it from the File Manager, platform, and all content where it is used. Ensure that you do not delete files that are already used in other published content.
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In the Studio, navigate to Files.
The File Manager page opens. - Optionally, use the filters to narrow down the file you want to delete.
- Optionally, use the sorting and different view options to get a better overview of your files.
- Optionally, use the preview to get a closer impression of images/videos.
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Select one or more files you want to delete.
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Click Delete.
The Delete Files dialog opens.
The dialog shows how many files you have selected and in how many places they are used.
- Click Delete.
You have deleted the file(s) successfully.
Removing Collections
You have access to collections created by users across the Studio. If a collection is redundant or violates your corporate guidelines, you can remove it permanently from the central File Manager and consecutively from the File Manager of all who had access to the collection.
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In the Studio, navigate to Files.
The File Manager page opens. - Click Collections.
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Select one or more collections you want to remove.
- Click Remove collection.
The Remove Collections dialog opens.
The dialog shows how many collections you have selected and in how many places they are used.
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Click Remove after confirming your selection.
You have removed the collection(s) successfully. The removed collection is no longer displayed for the creator or the collaborators with whom the collection was shared.
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