When a user leaves the company and their CMS account is deleted, you may wonder what happens to their stories and personal media assets. This guide outlines what you need to know and what actions to take.
There are two common scenarios:
You want to reuse their stories and story assets
You want to save personal media assets to the Company Library
1. You want to reuse their stories and story assets
Before the user leaves:
Add a collaborator to important stories.
The departing user should ensure that at least one user is added as collaborator to any stories that need to be retained.
Duplicate stories to keep access.
The collaborator can duplicate these stories to retain their own versions. This ensures the story and its contents won’t be lost.
Important: Assets stay within the story only.
Any media (images, videos, etc.) used in the story will remain embedded in the story, but they will not be accessible in the company or personal media library.
However:You can copy-paste these assets into other stories.
You cannot reuse them via the media library unless the departing user manually download and re-upload them to the company library (see Scenario 2).
2. You want to save personal media assets to the Company Library
If the user has important assets in their Personal Library that should remain accessible, there is a workaround, but it’s manual and time-consuming:
The departing user goes to their personal media library.
Click on the thumbnail to preview the media.
Right-click on each asset you want to keep and select “Save image/video as…” to download it locally.
Upload it to the Company Library from your device.
Note: you must be a super user or admin to upload files to the Company Library