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!

Overview

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!

Check out the projects, medias, or channels sections to read all about it.

All Content

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.

Favorites

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.

Projects

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.

Tip
Don’t see the full list above? You likely have limited permissions on the project. Check out our Users & Permissions page for more info, or contact your Account Owner.

Create a New Project

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.

Copy an Existing Project

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.

Note
If you’re a Manager or Account Owner on multiple Wistia accounts, you’ll be able to copy projects from other accounts you’re associated with.

The Project Title

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 the Edit button. Edit the title text, and click the Save button at the bottom of the form to finish editing.

Changing the title of the project won’t affect embed codes or links, either.

Add a Description to your Project

To add a description to your project, hover over the project title and click the Edit button that appears. Add your description text to the second field in the form and click Save 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.

New Section

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 Edit button, update the text, and then press Enter.

Note
Sections also separate out groups of medias within a Channel and are a great way to organize your content there. Head on over to our Channels page if you’re looking to learn more about creating and customizing a Channel.

Privacy and Sharing

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:

mydomain.wistia.com/projects/xGFHnn33

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.

Delete Project

Alert
Deleted projects can’t be restored, so make sure you absolutely want to delete your project before proceeding.

To delete a project, select Delete Project.

Say sayonara to that project!

Channels

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.

Create a Channel

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.”

Create a Podcast

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.”

Edit/Preview 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.

The Channel Title and Description

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.

Published and Unpublished Episodes

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.

Channel Options

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.
Alert
Once deleted, any Channel that has been embedded on a webpage will no longer work. If you have shared out the Public URL, this will no longer function either.

Medias

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.

Tip
Do you see a limited number of options here? Sounds like you have limited permission for the media. This page has a bit more on the topic, or you can contact your Account Owner.

Upload

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.

Update Media Title

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.

Media Description

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!

Note
Embedding elements via HTML in media descriptions is currently not recommended and can cause issues with the way the page displays.

Download Media

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.

Export All Media

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.

Note
Sometimes default archiving software does not handle these .zip files correctly (e.g. missing files, or unable to open). If that’s the case, we’d recommend using a more powerful unzipping tool, such as 7-Zip for Windows, or Keka for Mac.

Who Can Download?

Account Owners and Managers by default are the only users with access to download medias.

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.

Move & Copy

Moving and copying medias helps you reorganize your content, transfer media between projects, and duplicate medias for testing.

Read on for all of the instructions for moving and copying your media.

Moving Medias

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.

Note
You must be the Account Owner, a Manager, or an Admin on the project to view and open 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. 😅

Moving Medias Between Accounts

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.

Alert
If you move a media between accounts accidentally, and need the stats back, moving the media to its original account and project will automatically restore the stats. Phew.

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 Medias

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.

Alert
Heads up! You need to be an Account Owner, a Manager, or a project Admin to access 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.

Set Project Defaults

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.

Replace 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.

Delete

Alert
Deleted medias can’t be restored, so make sure you absolutely want to delete your media before proceeding.

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 support@wistia.com!