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How to Control Media Library Access and Permissions with User Role Editor

31 threads Sep 10, 2025 Plugin → User role editor

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Managing who can upload, view, and edit items in the WordPress Media Library is a common challenge for site administrators. The free User Role Editor plugin provides powerful tools to control these permissions, but understanding how WordPress handles media capabilities is key to configuring them correctly. This guide explains the core capabilities involved and provides solutions to the most frequent media-related issues.

Why Media Library Permissions Can Be Confusing

WordPress core does not use standalone capabilities for media items (attachments). Instead, it often checks a user's permissions against the post or page an image is attached to. This means capabilities like edit_posts or edit_published_posts can control whether a user can edit an image's title or alt text, even if that image is in the Media Library and not directly in a post.

Essential Media Library Capabilities

1. To Upload Files: upload_files

The upload_files capability is the fundamental permission required for a user to add new items to the Media Library. Granting this capability allows the user to see the 'Media' menu and use the 'Add Media' button within the post editor.

2. To Edit Media Attributes: Edit Post Capabilities

To allow a user to edit the title, alt text, caption, or description of an existing media file, they typically need capabilities related to editing posts. This is because WordPress checks if the user can edit the post the media is attached to. The relevant capabilities are often:

  • edit_posts
  • edit_published_posts
  • edit_others_posts (if the media is attached to a post by another author)

3. For Custom Post Types

If you are working with a custom post type (like a WooCommerce product or an event), the media library may check for that post type's specific capabilities (e.g., edit_products, edit_published_products). Ensure your custom role has the appropriate edit capabilities for the relevant post type.

Common Problems and Solutions

Problem: User can upload but cannot edit media (Alt text, Title)

Solution: The user likely has upload_files but is missing a core edit capability like edit_posts. If you do not want the user to edit standard posts, a workaround is to use a plugin that forces custom post types to use their own capabilities or one that provides a more granular media permission system.

Problem: User can see all media files, not just their own

Solution: By default, WordPress and the free User Role Editor do not have a built-in capability to restrict users to viewing only their own uploads. This requires additional custom code or a separate plugin designed for media library restriction, such as 'Restrict Media Library Access'.

Problem: The 'Add Media' button is missing or doesn't work

Solution: First, confirm the user's role has the upload_files capability. If the capability is granted but the problem persists, a conflict with another plugin is a likely cause. Try deactivating other plugins temporarily to test for conflicts.

Problem: User can't set a Featured Image for a Custom Post Type

Solution: The ability to set a featured image is often tied to the edit_posts capability. If granting this capability gives the user too much power (e.g., access to edit blog posts), you may need to explore custom code solutions or plugins that decouple this permission.

Important Limitations to Know

  • The free version of User Role Editor cannot create folders in the media library or assign them to roles.
  • Capabilities like read_others_attachments are not native to WordPress and will not work without custom development.
  • Some third-party themes and plugins check for high-level capabilities like manage_options to access their features, which may require additional troubleshooting.

By understanding these core concepts, you can more effectively troubleshoot media permission issues and create the precise user roles your WordPress site needs.

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