Deleting, unpublishing and archiving images

Discontinued images that you no longer wish to show in the Photo library should be removed. Do not delete them, however, as you may want to reuse them again in future. Instead, simply unpublish or archive the image.

Deleting images permanently removes them from the system. Therefore, follow best practice asset management protocol and simply unpublish or archive them — so they can later be retrieved, if required.

Apart from deleting, there are several ways to remove an image from the Image library:

  1. Unpublishing the image,
  2. Archiving the image (recommended).

Choose the method that best suits your purposes.

Unpublishing the image

For an image to appear in the Photo library frontend, it must be published^^. Therefore, to hide an image from public view, yet retain it in the backoffice, simply unpublish it. Note that, by default, ‘Image Suppliers’ cannot publish or unpublish images. They can only upload images.

^^ Note that there is an exception to this rule. Privileged member groups (usually Editors & Admins) can be given access to these unpublished/archived images without logging into the backoffice. See “Frontend display settings” below for more detail.

When to use this method?
When images are first created, they are unpublished. It’s best to keep them unpublished until they are ready for release. Also, if you want to temporarily hide an image, simply unpublish it, as all image properties, member attributes and details are kept intact.

To unpublish the image:

  1. Select the image in the Media section tree.
  2. Select the ‘Settings’ tab in the edit area and click the Published toggle off.

    Unpublishing images toggle off
  3. Remember to Save your changes.

Archiving the Image

When to use this method?
If a previously published image becomes discontinued and is no longer needed, simply archive it. Archiving tells users that the image was once available but is now no longer current or in use. It should not be deleted, however, as you never know when you might need it again! Remember, some Government agencies require you to keep a copy of all assets for a period of seven years.

To archive an asset:

  1. Select the image in the Media section tree.
  2. Select the ‘Settings’ tab in the edit area and click the Archive toggle on.

    Archiving images toggle on
  3. Remember to Save your changes.

Note: It is not necessary to unpublish an image if you simply want to archive it. Although unpublishing an image hides it from public view, unpublishing overrides the “Archive” state, so references to it will be flagged as “Unpublished” rather than “Archived”.

If you want to discuss the best method appropriate to your asset management needs, please contact our Professional Services team.

Deleting images

Deleting an image

To delete an image, right-click the image node in the Media > Image library folder to open the actions menu. Select Delete then confirm deletion.

Deleting images

Note: We recommend you Unpublish or Archive the image rather than delete it, as it can be re-published again at a later date. Deleting an image will move it to the Recycle Bin and it will be permanently deleted when the Recycle Bin is emptied.

Note that items in the Recycle Bin are automatically deleted after 30 days.

Deleting in bulk

Images can also be deleted in bulk by selecting multiple items in the list view, or clicking the Select all checkbox – then Delete.

Deleting images in batch

Frontend display settings

Generally, unpublished and/or archived images do not appear in the frontend. However, privileged member groups (Editors & Admins) can be given access to these unpublished/archived images without logging into the backoffice.

When given access, these member groups will see an additional image status drop-down list in the frontend.

Enable Frontend Image View Dropdown List

The list allows images to be filtered by Published, Unpublished or Archived images.

Enable Frontend Image View Unpublished Items

Please note that you should not give all member groups access to these images, as they are still downloadable. This feature should be restricted to the key Admin group.

Enable access to “Unpublished” and “Archived” images

To enable Unpublished and Archived image access (assuming you have permission):

  1. Click the individual member group in the “Content > Settings > Member Groups” section.

    Accessing frontend unpublished and archived images
  2. Select the “Settings” tab and toggle on “Can View Unpublished/Archived Assets”.

    Can view unpublished and archived images toggle
  3. Click Save and publish to enable the changes. 

Members from that member group will now be able to view unpublished and archived images in the frontend via the drop-down list.