In this article, you will learn how to enable or block access to certain files via the file status.
Once Enable file status is activated under General settings (in the organization settings), each file is assigned a status. By default, this is In progress. The current status of an individual file can be viewed and changed under Media details > Status. The following options are available, based on traffic light colors: Approved (green), In progress (yellow) or On hold (red).
To change the status of multiple files: select the desired files > then click the desired status under ⋮ More > Status in the action bar and save.
Default file status for folders and workspaces
When creating or editing a folder or workspace, a default file status can be defined. Newly uploaded files will then automatically receive this status. By activating the checkbox Overwrite status for existing files and subfolders, the selected status is also applied to all files and subfolders already in the folder.
The options when creating permission groups can be used to control whether main users, guest users or photographers can additionally view
- assets with the status On hold and In progress
- assets with the status In progress
If none of these options are set, users below administrator level can only view media with the status Approved.
⚠ Note: If the file status function is activated, assets with the status In progress or On hold 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.