In this article, you will learn how to enable or block access to certain files via the file status.
If you select the Enable file status option under General settings in the organization settings, each file is assigned a status after uploading. By default, this is the status In progress. The current status of an individual file can be called up and changed under Media details >🚦 Status, whereby the following options are possible, based on the traffic light colors: Released (green), In process (yellow) or Locked (red).
A status change of several media is created as follows: Select the desired files in the Media Hub via the album or folder structure > then click on the desired status in the options bar under ⋮🚦 Status. If a release or block is to be cancelled again, proceed in the same way. Files with the status Shared can be viewed by all user types (administrator, main user, guest user, photographer), provided they have been authorised for the corresponding workspaces, folders or albums.
The options when creating permission groups can now be used to control whether main users, guest users or photographers also have access:
- View assets with the status Locked and In progress
- Can view assets with the status In progress
If none of these options are selected, users below administrator level can only view media that has been explicitly released.
âš Note: If the file status function is activated, assets with the status In progress or Locked are NOT delivered in folder and album shares.
The file status is also the basis for the Secure Publishing function in the Media Portal. Further details can be found here.