Admin / Editor · Allow about 7 minutes
Before you begin
Owner, Admin or Editor with access to the workspace Files library. Confirm you have permission to use uploaded material. A file in the library is not automatically public.
1. Find or upload an asset
Open Content Manager → Files. Search by filename and use All files, Images, Videos, Audio, Documents or SCORM to narrow the list.
Choose the sort order and Grid or List view. Open a file to inspect its type, size and upload details before reusing it.
Use Upload for a new supported file and follow the displayed size, format and scanning messages. A rejected or still-processing upload is not ready for readers.
2. Inspect usage and reuse deliberately
Open file details and read Used in. Follow a listed article or Brand kit link to understand the current placement.
Use the relevant editor file or media picker to reuse an available asset. Open file is a preview link, not a promise of anonymous access.
Choose Rename when the filename is unclear, enter a descriptive name and save. Reopen the details to confirm it; check article captions and alt text separately.
3. Remove only an unused, unprotected file
Read the deletion explanation in file details. A file used by articles, branding or protected learning records may be blocked. Resolve the named usage through its normal editing workflow first.
For published content, check the current live version as well as the working draft. Removing a draft placement does not necessarily remove the live reference.
Only choose Delete and accept its confirmation when you have a separate copy if needed and have checked every dependency. File deletion is permanent; it does not use the article’s 30-day Recently deleted recovery.
Check your result
The intended file is easy to find, its usage is understood, and readers can still open the media in the published content.
If something goes wrong
Delete is disabled: read the specific blocker and follow Used in; do not work around ownership or evidence protections.
File missing from the picker: clear filters and check its processing status and the current workspace.
Reader sees access denied: verify the published article and its audience. Do not make draft media public to fix an author preview.