Delete, trash, and retention
You are tidying up, deleted something by accident, or want to know how long deleted items can be restored.
3 minute readContentUpdated: 10/25/2026
Before you start
- For
- Anyone who tidies up the library.
- Prerequisite
- the permission to delete media — it covers both the trash and permanent deletion. Owners and Managers usually have it. To Restore, the permission to edit media is enough. The trash itself always appears in the sidebar.
- Where in the portal
- Media › Media details › Delete · Media › Trash
Deleting is not immediately final. A deleted media item moves to the trash, shows its remaining time there, and can be brought back — or removed for good on purpose. At the end, you know which path means what.
Steps
- Open the Media details by clicking the tile.
- Check on the Usage tab whether the media item is still playing anywhere.
- Click Delete.
- Confirm the prompt Really delete? with Delete.
Options
The trash
It is an entry of its own at the very bottom of the sidebar. A click on it shows the deleted media instead of the normal tiles. If it is empty, it says The trash is empty. Such a tile can no longer be opened or edited. It shows only the name, type, size, and the remaining time (… days left, on the last day expires today), plus two options.
| Action | Effect |
|---|---|
| Restore | The media item returns to the active library. The message reads Media restored. |
| Delete permanently | After the prompt Delete permanently?, the media item is removed irrevocably, together with its files. |
Retention
Deleted media stay in the trash for a fixed period and can therefore be restored. After that, a daily cleanup routine removes them for good. The platform default is 30 days. Your operator can set a different period. The remaining time on the tile is always the one to go by, because it is calculated with the period that actually applies to your organization. The trash is a safety net for quick recoveries, not an archive.
Caution: Delete permanently cannot be undone, not even by platform operations. Use it only when a file really has to disappear. Otherwise, let the retention period run out. You do not need it to free up storage space.
Check the result
The message Media deleted appears, the tile disappears from the folder and sits in the Trash with its remaining time. After Restore, it is back in its old folder. The space is free again as soon as you delete: the trash keeps the file, but it does not count against your storage.
If something goes wrong
| Symptom | Meaning | Solution |
|---|---|---|
| Delete is grayed out or rejected | The media item is used in a scene or in the brand, and the lock applies before the trash | Check the usage in the details, remove it from scenes and brand, then delete again. |
| Restore or Delete permanently is grayed out | You lack the permission to edit or to delete media, respectively | Check the role or permission with your team. |
| A deleted media item is no longer in the trash | The retention period has expired, or someone deleted it permanently | Upload the file again, because it can no longer be retrieved from the trash. |
| A tile in the trash cannot be opened | Deleted media can no longer be edited | Restore first, then edit again. |
| The upload is rejected despite tidying up | What was deleted was smaller than the new file, or the organization's storage is used up | Delete more media or book an additional display. Emptying the trash does nothing for the space. |
Related
Found what you needed? Then carry on in the portal — or set up an organization first.
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