Managing the Files in your Wistia Account
All about managing your media files in your Wistia account.
Need help organizing your media files? Want to know how your account is structured? We’ve got you covered!
Medias in your Wistia account are organized into projects. Projects are the building blocks of organization in your Wistia account — they’re kind of like file folders on your computer. Medias uploaded to your Wistia account are uploaded to specific projects. A project could contain all the training medias for your organization, all the sales materials related to a specific product, or just a bunch of your upcoming content.
You can also create a Channel, which showcases your medias on a single page in a set order to play one after another. You can even enable podcasting for your Channel!
The All Content page is where all of the content lives in your account and where you can create new content as well. You can sort by alphabetical order, when projects were created, and when they were updated. You can also filter this page to view your favorites, just your Channels, or projects.
The Favorite section allows you to star your Channels and projects, keeping the highest priority ones within the Favorites section. Hover over the title of any project or Channel and click the star to add it to your Favorites page.
Having difficulty finding that one project, media, or user? Look no further than the search bar. Search any media, channel, or project title or the names of any users to quickly navigate there.
Projects in Wistia are like folders to organize your content. There are a few options within a project; the first one is called Manage. This is your general view of your project and all of its contents. You’ll also see that you can access your project’s Stats, Privacy & Sharing, move media between projects with our Move & Copy feature, export the contents of the project into a .zip file, or delete the project (and all of its content) entirely.
To create a new project, head to your All Content Page. From here select Create and from the menu select Project. A new project will be created (called “Untitled Project” until you rename it), and you will immediately be taken in where you can upload content, invite contacts, and edit the project name.
To copy a project, from the All Content page, scroll to the Project you want to copy. Hover over the Project. Two icons will appear to the right of the title - a trash bin to delete, and a copy icon. Click that icon to create a duplicate of the project.
The title of the project is how you will find it in your account. By default, the title is Untitled Project, but we know you want a better title than that!
To edit the title, hover over it with your mouse, and click thebutton. Edit the title text, and click the button at the bottom of the form to finish editing.
Changing the title of the project won’t affect embed codes or links, either.
To add a description to your project, hover over the project title and click thebutton that appears. Add your description text to the second field in the form and click to publish your changes.
You can type plain text into the description field or you can use (limited) Markdown to style the text or add links into your description. Clicking the link Formatting with Markdown will open a guide explaining more about Markdown.
Project sections allow you to organize media within a project. Medias can be put into project sections, and the sections can then be expanded or collapsed to provide a cleaner experience for projects with many medias. To create a section, hover over the space between your project’s title and the first media in the project.
A new section will be created, which you can name, and drag-and-drop medias into. To give the section a title, hover over the title text, select the
Projects can be in one of two states: unlocked and locked. By default, new projects are set to unlocked.
- Unlocked projects can be accessed by anyone with the link. Your content is still not able to be found via search engines (like Google or Bing), but this setting makes it quick and painless to share your medias with someone else.
- Locked projects can only be accessed when the viewer is invited by email.
To see or adjust your current project’s settings, open Privacy & Sharing.
If you want to share your project and all of the medias within it, you should set your project to unlocked, and then share the URL with viewers. That link would look something like:
Viewers who followed that URL would be able to access all media in the project.
If, however, you only shared the URL for a single media, the viewer would only have access to that media — not the entire project. Tricky, huh?
Sharing a project with a private login is covered in-depth on the private sharing page.
To delete a project, select Delete Project.
Say sayonara to that project!
Channels are a great way to share content in a format where medias will play one after the other, and are a great way to create a deep media engagement experience.
Just like with creating a Project, you want to start by heading into your All Content page. From there, you can click “Create” and select the option to “Create a Channel.”
By creating a Channel, you’ll have the option to enable Podcasting as well. In the Set up your Channel box, select Yes, I want to distribute media in my Channel to podcasting apps, and click “Create Channel.”
Before you release your Channel into the wild, you’ll probably want to add a bunch of sweet customizations. Select Edit/Preview Channel to view your Channel and edit it.
Check out all of the customizations you can add to your Channel here.
When you create a Channel, you will automatically be prompted to add a title and description. You can update that information at anytime by going to your Channel’s Channel Details page or the Edit panel of your Channel’s preview.
When you create a Channel, you can either upload brand new medias from scratch or use the Move & Copy option to import your existing medias from a separate project into your new Channel.
By default, the new medias in your Channel will be unpublished. They can be published by selecting Edit under Publish Settings on the media’s page. For a more in-depth look at publishing episodes to your Channel, check out this page.
You’ll notice on the left hand Channel menu that there are options that differ from what a Project menu may look like.
- Analyze provides you with all the amazing stats and metrics that you’ve been collecting from the episodes within your Channel.
- Subscribers details a list of all viewers who have subscribed to your Channel.
- Promote allows you to create custom audiences based on your Channel viewing data. You’ll want to first make sure that you’ve enabled the Facebook Ads or Google Analytics integration. Take a look at our Subscribers Page to learn about setting up Subscribers and how to Promote your Channel.
- Podcast Settings are where you can set up and manage your podcast details.
- Permissions allow you to add or remove users in your Channel.
- More Options will provide you with two options. From here, you can either download all medias in your Channel, or delete the entire Channel.
Medias live within projects. If you click into a media within a project, you’ll see a menu. Under this menu (depending on your permissions) you’ll be able to: Customize the media, view the Stats, create an A/B Test , set the Project Defaults, Replace Media, Download, or Delete the media. At the upper right of the page, you’ll see the option to Embed & Share as well.
Before you can do anything awesome with your medias, you have to upload them!
Head into any of your already created projects (or you can create a new one). Within that project, select the Upload Button.
Check out the uploading page for more information on uploading.
The title of the media is how you will find it in your account, and will also help boost your media SEO. By default, the title is the name of the media you uploaded, but can be updated at any time (it doesn’t have to be set before uploading). Changing the title of the media won’t affect embed codes or links, either. To edit the title, hover over it with your cursor, and click the Edit button. Edit the title text, and press the Save button at the bottom of the form.
Like the title of your media, the media description is important for media SEO purposes — so make sure you add a description!
Adding or editing your media description is done in the same way that you edit the title. Hover your cursor over the media title and click the Edit button. Add a description in the second field of the form and click the Save button to submit your changes.
The media description can help set context to your media or link viewers to your homepage or another media. The description will also be passed through to services like Twitter (see more on our Social Sharing page).
You can type plain text into the description field or you can use Markdown to style the text and put images or links into your description. Clicking the link Formatting with Markdown will open a guide explaining more about Markdown. Bear in mind that line breaks will appear in the description on the media page, but will not appear in the media’s description in a Channel.
For more information on how to use Markdown in your media descriptions, head on over to the Markdown Styling page!
There are multiple ways to download media within your Wistia account. The most common way is found within the menu on a media’s page. You will see an option to download the media file. You are able to choose to download either the original media file that was uploaded or one of the media’s derivatives (these are the versions at different quality levels that we created when we encoded your media).
If you are downloading a media from within a Channel, select “More Options” on the lefthand Channel menu.
Another option is to allow viewers to download via the Share button on the player. Check out the Share page for a walkthrough.
You can download the entire contents of a project on the project’s landing page. Head to any project within Wistia and you’ll see an option to Export All Media. Clicking this will allow you to export all of the original media files within the project as a .zip file. There is a 4GB limit on the size of the .zip file.
By default, contacts invited into Wistia are not permitted to download your media files, but they can be granted this permission. A contact’s ability to download files is controlled via permissions at the project level.
There is more on allowing download permissions on the Users & Permissions page.
You can also allow any visitors to download your media via the Share buttons. More on that here.
Moving and copying medias helps you reorganize your content, transfer media between projects, and duplicate medias for testing.
Moving medias is good for keeping your account tidy. You might set up a project called “Active Medias” and another called “Archive.” Moving an old media to the “Archive” project means you can reference the stats for that media later, but it doesn’t clutter up the “Active Medias” project. Or maybe we’re just persnickety when it comes to organization. 🤓
To move medias between projects, select Move & Copy. This will open up the Move & Copy panel.
You can drag and drop the media you wish to move in either direction (left to right, or right to left) between projects. Hold the
Shift key to select multiple media.
Fun fact! Moving medias between projects within your account won’t change their embed codes or URLs. Phew. 😅
If you are an Account Owner or Manager on multiple accounts and use the same email address to sign into them, the Move & Copy panel will allow you to move medias to other accounts. This will also work if you’re a Collaborator who’s been given Admin permissions for a project. If you’re moving medias that have stats, however, the stats will not transfer between accounts.
You will not need to re-embed your medias if you move them from one account to another. The embed code does not reference the account itself, and the medias will maintain their hashed IDs (the ten character code that’s associated with your media — something like
abcde12345), so there’s no need to update the embed codes.
Copying is good for creating multiple instances of a media with different customizations, or for zero-ing out stats for a certain media (i.e. you make a copy and then re-embed). When you make a copy of a media, while the content is the same, this is completely brand new and separate from the original file. As a result, the copy will not include stats from the original media, but instead will have its own stats that start from scratch.
To copy a media, select Move & Copy. This will open up the Move & Copy panel.
You can drag and drop the medias you wish to move in either direction (left to right, or right to left) to move them between projects. To Copy, hold the
Ctrl (Windows) or
⌘ (Apple) key while you arrange media, either from within the Move & Copy panel, or on the project’s page. You can hold the
Shift key to select multiple media.
If you’d like all of the medias in one project to have the same customizations, you’ll definitely find that Set Project Defaults comes in handy. With this, you can apply the customizations of one media to the other medias in the project. You can choose to Set Project Defaults on all current medias in a project, or all future medias in a project. You’ll see this option right on a media’s page. You might be wondering which customizations will actually be added to other medias in your project. We’ll apply the player color, comment settings, and controls settings. Calls to action, chapters, captions, annotation links, and media thumbnails won’t apply, as these are typically specific to individual media.
If necessary, you can also replace a media within your Wistia account. This allows you to update a media without needing to change the embed code. Check out the replace media page for more.
To delete a media, select Delete from the media’s page.
If you’re in a project, just click that cute lil' trashcan to the right of your media. It will appear when you hover over the media title on the project page.
If you are deleting a media from your Channel, select “More Options” on the left hand Channel menu and click “Delete Episode.”
If you have questions, reach out to our Support Team at email@example.com!