About
After media has been published, you can manage its publish locations, change its publishing status, view publishing activity in external applications, and troubleshoot publishing restrictions.
If you haven't published media yet, see our article Publish media in Content Hubs.
You need to be the media owner or co-publisher to manage publishing status.
Open the Publish status menu
From the media page
- Navigate to the desired media page.
- Click the three-dot menu under the player and select Publish status.
The Publish status menu displays.
From My Media
- Select My Media from the user menu.
- Click the three dots to the far right of the desired entry and select Publish status.
The My Media page displays.
The Publish status menu opens with the following options:
- Private - Only I can view
- Unlisted - Anyone with the link can view
- Change publish locations - Manage the channels and galleries where the media is published.
Manage publish locations
Click Change publish locations to manage the channels and galleries where the media is published.
If this option is unavailable, see Why is Publish unavailable?
The Publish window opens. The current publish locations appear at the top, and the Channels and Galleries tabs appear below.
Each channel or gallery includes:
- a category icon indicating its type.
- a privacy icon indicating its privacy setting.
Hover over either icon to view additional information.
If you have permission to publish to a sub-gallery but not its parent gallery, the parent gallery appears with a grayed-out checkbox.
To learn about privacy settings of channels, visit our article Understanding channels. For privacy settings of galleries, check out Understanding galleries.
To update publish locations:
- Select or clear a checkbox to add or remove a publish location. The list at the top updates automatically.
- Click Save changes.
Things to know
The following behaviors apply when changing a media item's publishing status or publish locations.
Changing to Private or Unlisted
Changing media to Private or Unlisted removes it from all published locations, including locations you cannot access. You'll be asked to confirm this before it's applied.
Restricted categories
If the media is published to a category that you can view but can't publish to (for example, a restricted channel where you lack manager permissions), you can remove it by clicking the 'x' and then saving.
After saving, the category is removed from the list because only locations you have permission to publish to are displayed.
Private locations
If the media is published to locations you cannot access, the message Media is published to a private location displays. This includes published, pending, and rejected locations that you do not have permission to access.
Manage publishing exceptions
If media is pending moderation or has been rejected in one or more channels or galleries, an alert appears. Click See list to open the Exceptions tab.
The Exceptions tab lists categories where the media is pending moderation or has been rejected.
The Exceptions tab lets you:
- view pending items
- view rejected items
- remove media from these locations
Manage external publishing
When media is published, pending, or rejected in an external application, an alert displays on the Publish status menu: Media is published to external application.
This feature is available only if showExternalPublish is enabled in the Categories module.
To view external publishing:
- Click Change publish locations.
- Open the External tab.
The tab lists external applications where the media is published, pending, or rejected.
Unpublish from all applications
To remove the media from every application, including the current Content Hubs site:
- Click Unpublish now.
- Confirm by clicking Unpublish.
A confirmation message indicates that the media has been unpublished from all applications.
Why is Publish unavailable?
The Publish button may be unavailable if required information is missing.
Required items can include:
- Required metadata fields (configured in the Metadata module).
- Required custom metadata fields (configured in the Customdata module).
- Required captions (if your administrator has enabled this in the Captions module).
The message displayed depends on the reason publishing is unavailable and on your permissions.
You must complete required fields
- If you have edit permissions (owner, co-owner, or co-editor), you'll see: Complete all the required fields before media can be published.
Click Edit to open the edit page and complete the required information.
- If you do not have edit permissions (for example, you are a co-publisher), you'll see: Contact the media owner to fill in required fields before it can be published.
Captions are required
If captions are required but have not been added, you'll see: Media cannot be published without captions.
To request captions:
- Open the three-dot menu on the media page.
- Select Reach captions & enrich.
- Submit the captions request.
For detailed instructions, see Order captions.
While captions are being processed, the media page displays 'Ordering captions in progress'. Publishing becomes available after caption processing is complete.
Unpublish media
To unpublish media, change its publishing status to Private.
