Identify, Bulk Download & Store Media from YuJa

As part of regular digital course material maintenance, we encourage instructors to only keep active course content for the current semester available in YuJa. This aids in avoiding references to redundant or outdated content. Content that you are no longer using should be downloaded and removed from YuJa, and this article will outline how to do that while preserving any videos that will be used later. Click any of the following steps to jump to its respective section:

  1. Identify Unused Files - Check your videos' modified date, number of views, and upload date to determine which content can be safely deleted.
  2. Download the Files - Identify files that aren't currently being used (but will be used again in the future) and download a copy from YuJa to your computer. Optional: upload the files to your OneDrive cloud storage for safe keeping.
  3. Delete Files from YuJa - Confirm that the files downloaded successfully and delete them from your folder in YuJa. Optional: empty your account's recycle bin to free up space immediately (will empty automatically after 30 days) or restore archived files.
YuJa Quota Information: Like many other systems on campus, your YuJa account includes a set amount of storage space. The total available to each user depends on their role in Blackboard: Instructors may use up to 150 GB, and students can use up to 10 GB. The recordings created during YuJa Proctoring sessions are stored in the instructor's folder and count toward their quota.


Identify Files to Clean Up: Check Dates & Views

How to check the video's age:

To identify files that can safely be deleted from your YuJa storage and archived elsewhere, you can check the modified/upload dates and total number of views right from your My Media folder:

  • First, log in to YuJa here (or click any YuJa link your Bb course) and click Manage Media at the top/center of the page to open your main My Media folder.
    Log in to and select 'Manage Media' to view your content/files.
  • You can check the Modified Date and number of Views for any video from the main My Media window in Grid or List view. Depending on which view you're using, the information is displayed differently. You can click the Format Display icon (see arrow in images below) to switch between grid and list views.

    Grid View: The modified date is visible in the video thumbnail (circled below).
    YuJa's My Media view - grid view

    List View: The modified date is visible along with the number of views (next to the eye icon).
    YuJa's My Media view - list view
  • To check the Upload Date, hover over the any video or content item and click More... from the pop-up menu.
    YuJa My Media - hover over any content item and click 'More...' to open the settings menu.

    This opens the item settings menu, where you can check the Upload Date (see circle below - the date is in parenthesis, to the right of the uploading user name):
    In the settings menu, scroll down to 'Added By' to see the creator and upload date.

How to see if the video has been published or shared:

You may wish to see if the video was published to a course channel or shared with a user: if you delete this file, the video will no longer be accessible to anyone (the link will break).

  • Click Manage Media at the top/center of the page to open your main My Media folder. In the grid view, hover over the any video or content item and click More... from the pop-up menu.
    Hover over the video to bring up a pop-up menu, then click 'More...'.
  • This will open the Media Details menu, where you can check the Published To list (circled below). If you delete this video, it will no longer be accessible in any of the listed course channels. If the course is complete, but the video will be used in a future semester, you may wish to download the file to your computer for now, and re-upload it as needed.
    Note: This list only includes the course channels where you published the video – it will not list any courses where you used Blackboard's text editor or add content menu to insert/embed the video directly. If this video is deleted, those links will no longer work.
    In the 'General' tab, you may view the list of locations where the video has been published.
  • You can also view a list of the individual YuJa users that this video has been shared with. In the same window, on the left side, click the Actions tab, then select Share Media.
    Click 'Actions', then 'Share Media' to view a list of the users that currently have access to the video.
  • This will open the Share this resource menu, where you may grant viewing/editing access to other UND YuJa users, and you can see who this video has already been shared with. If you delete this video, the users listed here will no longer have access to it. If they need this video, but you don't, you may transfer ownership to them -or- they can download a copy locally before you remove it from your account's cloud storage.
    Note: This list only includes the users who were previously added via this menu – it will not show any users who only accessed the video via a link (e.g.: copy/pasting a direct link to the video into a document, email, or Bb course site).
    Use the 'Share this resource' window to view a list of users who currently have some level of access to the video, along with their level of access/privilege.

    Note: you can also see a list of users with access to your file using the Shared With Others menu, on the left of your Manage Media page. Please see this article for more information.

Other factors to consider:

  • You may want to check for and delete any duplicate files that were created during the recording/editing process.
  • Old proctoring recordings may be removed when the semester has commenced, if there are no grading disputes. These can be found in your Manage Media > Proctoring Sessions folder.
  • You can check each video's analytics menu to see if the it is actively being used. On your main Manage Media page, hover over the desired video's thumbnail > click More > select the Analytics tab (on the left), and you should see a simple chart tracking viewing history over time. Click the More menu to review more detailed information, such as view duration, frequency, etc. If the video hasn't been viewed recently, you may want to consider it for archiving and deletion off of your YuJa account's active cloud storage.


Download Files: Save Locally or Archive in the Cloud

Once you have identified unused files, you can download and store them on your computer or OneDrive until they're needed. This will help us conserve space on YuJa and keep you under your YuJa storage limit. There are two options for downloading your files:

  • One at a Time - This is a quick way to save individual videos, and can also be made accessible to students. Please see this article for an overview of the download options.
  • In Bulk - Quickly select and download many files at once. This option is available to content creators (users who recorded or uploaded the media) directly from the main Manage Media screen. The same method may also be used to bulk publish or bulk share content. Please see this article for instructions.

Optional: Archive and Share Your Downloaded Videos

After downloading the media files from YuJa to your computer, you can upload them to OneDrive cloud storage (and delete them from your computer to free up space). Students, faculty, and staff at UND all receive 1TB of cloud storage on OneDrive as part of their access to the Microsoft Office 365 suite. You can access OneDrive from your UND email or map it as a network drive on your computer. Then files can be uploaded, shared, downloaded, or kept as an archive until they're needed again.

Once uploaded, the files can be shared directly from OneDrive, so other users can download and watch them without going through YuJa. Just send them a link to the file, and make sure they have desired level of permissions. You maintain control over the user's access to the file, and may grant or revoke the ability to view, edit, or download it. You can also re-upload and share the file from YuJa at any time.


Delete Files from YuJa: Remove or Recover Videos

Now that you have backed the videos up, you can delete them from your account in YuJa. There are two steps to permanently delete YuJa content, so you have a chance to recover any files that have been accidentally removed.

  • Delete the Files from My Media - After you confirm the files have downloaded successfully, you can delete them from your My Media folder in YuJa. Hover over the thumbnail, click Delete, then confirm. After deleting the files from your My Media folder, they will be moved to your account's recycle bin, where they will remain for 30 days. The copy you downloaded will remain on your computer, but the video will no longer be accessible in your class.
  • Recover Files or Empty Your Recycle Bin to Free Space Immediately - Click your avatar image at the upper-right of your screen and select My Account, then (in the menu on the left) click the Recycle Bin icon to view your 'deleted' files. You can hover over the video thumbnail and use the pop-up menu to restore the files to your regular folder or delete them permanently. While videos are in your recycle bin, they continue to count against your total storage. After you delete them using this menu, your available storage will update to reflect the change, but the files cannot be recovered from YuJa after this step.
  • Check Your Available Storage - Click your avatar image at the upper-right of your screen and choose My Account, expand the My Profile navigation on the left side of your screen, select Storage Usage, and you will see how much storage is available. You can use this information to determine how much content you would need to remove to be within your allocated quota. Storage space is assigned on a per-user basis: Instructors are given 150 GB and students receive 10 GB.
  • Restore Files from Archive - Approximately six weeks after every semester ends, old/unused files will be moved to archive storage. This will break any links to the videos (in Blackboard), but users can restore the content to YuJa active content as needed. If the recordings remain in the archive, they will be permanently deleted after a set time, according to university retention policies. Please see the YuJa Archive Restoration article for more information about file selection and retention periods, and instructions for restoring your files.

    If there is a need for extra space to store active course content, please submit a request for additional storage.

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Article ID: 99010
Fri 2/21/20 4:39 PM
Thu 7/14/22 3:37 PM

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