Managing the Files in your Wistia Account

All about managing your video files in your Wistia account.

Need help organizing your video files? Want to know how your account is structured? We’ve got you covered!

Overview

Videos 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. Videos uploaded to your Wistia account are uploaded to specific projects. A project could contain all the training videos for your organization, all the sales materials related to a specific product, or just a bunch of your upcoming content. Once you have a project it can be made into a Channel. A Channel showcases your videos on a single page in a set order to play one after another.

Watch the video below to learn best practices for organizing your Wistia account, or check out the projects, videos, 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. This means you can see your Videos, Projects, and Channels. You can sort by alphabetical order, when the videos were created, and when they were updated. You can also filter this page to view your Favorites, just your Videos, Channels, or Projects.

All Content Page

Videos

Videos live within projects. We’ll talk more about that later, but first, let’s dig into individual medias. If you click into a video within a project, you’ll see a menu. Under this menu (depending on your permissions) you’ll be able to: Customize the video, view the Stats, create an A/B Test , set the Project Defaults, Replace Video, Download video, or Delete it. You’ll see the option to Embed & Share as well.

Note
If your video is a part of a Channel, you’ll see an additional “Publish to Channel” option. Check out our Channels Help Center Page to learn more!
Tip
Do you see a limited number of options here? Sounds like you have limited permission for the video. 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 videos, you have to upload them!

There are two ways to upload a video. First, from the All Content Page, head to Create. There, you’ll have the option to upload a new media. Another way to upload a video is to head into any of your already created projects. Within that project, select the Upload Button.

Check out the uploading page for more info on uploading.

Update Video Title

The title of the video is how you will find it in your account, and will also help boost your video SEO. By default, the title is the name of the media you uploaded, but can be updated at anytime (it doesn’t have to be set before uploading). Changing the title of the video 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.

Video Description

Like the title of your video, the video description is important for video SEO purposes — so make sure you add a description!

Adding or editing your video description is done in the same way that you edit the title. Hover your cursor over the video 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 video description can help set context to your video or link viewers to your homepage or another video. The description will also be passed through to services like Twitter (see more on our Social Sharing page).

Update Video Title and Description

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.

Note
Embedding elements via HTML in video descriptions is currently not recommended and can cause issues with the page displaying.

Download Video

There are two 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 video file. You are able to choose to download either the original media file that was uploaded or one of the video’s derivatives we created when we encoded your video.

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 7-Zip for Windows, and Keka for Mac.

Who Can Download?

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

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 private sharing page.

You can also allow any viewers to download your video via the Share buttons. More on that here.

Move & Copy

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

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

Fun fact! Moving videos between projects within your account won’t change their embed codes or URLs. Phew. 😅

Copying is good for creating multiple instances of a video with different customizations, or for zero-ing out stats for a certain video (i.e. you make a copy and then re-embed).

To copy a video, 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 videos 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 projects page. You can hold the Shift key to select multiple media.

Moving Videos

Moving videos is good for keeping your account tidy. You might set up a project called “Active Videos” and another called “Archive.” Moving an old video to the “Archive” project means you can reference the stats for that video later, but it doesn’t clutter up the “Active Videos” project. Or maybe we’re just persnickety when it comes to organization. 🤓

To move videos 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.

Moving Videos Between Accounts

If you are an Account Owner or Manager on multiple accounts, the Move & Copy panel will allow you to move videos 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 videos that have stats, however, the stats will not transfer between accounts.

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

You will not need to re-embed your videos if you move them from one account to another. They’ll maintain their hashed IDs (the ten character code that’s associated with your video — something like abcde12345), so there’s no need to update the embed codes.

Set Project Defaults

If you’d like all of the videos 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 video, to the other videos 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 video’s page. You might be wondering which customizations will actually be added to other videos in your project. We’ll apply the player color, and player buttons. Calls to action, chapters, captions, annotation links, and video thumbnails won’t apply, as these are typically specific to individual videos.

Apply Set Project Defaults

Replace Video

If necessary, you can also replace a video within your Wistia account. This allows you to update a video without needing to change the embed code. Check out the replace video 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 video, select Delete from the video’s page.

Or, 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 video title on the project page.

Delete a Video

Projects

Projects in Wistia are like folders to organize your content. On a specific project page, you’ll see the option to Upload or Create a Channel. 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 videos 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 troubleshooting page for more, 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.

Copy an Existing 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.

Update the Project Title

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 video in the project.

Add a New Section

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 videos within a Channel.

Section in 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 videos 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.

Privacy & Sharing Settings

If you want to share your project and all of the videos 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 video, the viewer would only have access to that video — 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 videos will play one after the other, and are a great way to create a deep video engagement experience.

Create a Channel

There are two ways to create a channel. On your All Content page, you can click Create and select to create a Channel. The other way is to head to a project you’d like to create a channel from. There, select 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.

Edit:Preview Channel Button

Check out all of the customizations you can add to your channel here.

The Channel Title and Description

When you create a channel, your channel’s title will automatically be the same as your project’s title. You can update the title, and add a description to your channel within the Edit panel.

Update Channel Title and Description

Published and Unpublished Channels

When you create a channel from your project, all of your project’s videos will automatically be published to the channel. Any new videos you upload, move, or copy into that project, however, will remain unpublished. They can be published by selecting Publish to Channel on the video’s page. For a more in-depth look at publishing videos to your channel, check out our Channel Help Center Page.

Channel Actions

You’ll notice on a Channel page that there are three options under Channel Actions - View Subscribers, Promote, and Delete Channel.

Channel Actions

With View Subscribers, you can see 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 Integration. Take a look at our Subscribers Page to learn about setting up Subscribers and how to Promote your channel. The final option, Delete Channel, will revert it back to a project.

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 as well.

If you have questions, reach out to our Support Team at support@wistia.com!