Manage folders in the mediabank

Mediabanken

Under the Media Bank tab, you manage all the files you upload to Mediaflow and create a shared folder structure that suits your organization. To enable flexible work, the media bank is divided into different workspaces.

Shot cuts
Shortcuts are folders that help you sort your different files based on various criteria. You can sort by your downloaded and uploaded files, files that have not been tagged with any keywords, and files that have identical names. If you tag files with their license rights, you can sort them accordingly, and if you have our GDPR module, you can also sort based on different GDPR-related criteria.

Private Folders
All users in Mediaflow can have private folders. If you upload files here, only you will have access to them, and not your colleagues.

⚙️ Private folders can be restricted

If you do not want all users in Mediaflow to have the ability to create private folders, this can be restricted based on user groups.

Folders
In your shared folders, you create a folder structure for the entire organization. Here, you place files that all users should be able to access, but there is also the possibility to hide certain folders for different user groups. This means that even the folders under the shared workspace can vary depending on the user. Folders in Mediaflow are always sorted in alphabetical order. This order cannot be changed, but if you want, you can add numbers at the beginning of a name. Numbers come before letters, and in this way, you can "force" folders to appear first in the folder tree.

Favorites
Each user can collect selected folders under Favorites for quick access to folders they frequently handle. You can easily add and remove folders from favorites and also create groups for them. 

Folders in Mediaflow are a way to group and categorize files. In Mediaflow, a file can be accessed from multiple folders simultaneously without creating physical copies. The ability to have a file in multiple folders facilitates workflows. An image can, for example, exist in three different folders, but there is only one original stored in Mediaflow, unlike when files are stored on a local server. You can see which folders a file is available in from the right panel when a file is selected.

❇️ Parallel Folder Structures

An option that can facilitate your workflows is to have parallel folder structures for, for example, a Media Portal or a CMS integration. Since the same files can be available in different folders, you can categorize them in different ways depending on where they will be used.

Setting Up Your Folder Structure

The folder structure is a fundamental part of Mediaflow. We recommend that our users with new Mediaflow accounts take some time to think about a sustainable folder structure. A well-organized folder structure not only facilitates the management and searching of your media files but also contributes to more efficient and improved workflows.

Creating Folders

There are two different ways to create a new folder in the folder tree. You can either right-click on a folder and select Create New Folder or click the New Folder button under the folder tree. When you create a new folder, you choose whether you want to create a new folder in the root or as a subfolder. You will then be taken to a dialog box for the settings you can configure for the folder.

In this dialog you can:

• Name the folder.

• Choose whether files from a subfolder should be displayed.

• Set the default display view for files in the folder.

• Set keywords for the folder. Files you upload to this folder will automatically be tagged with these keywords.

• Choose whether these keywords should also apply to subfolders.

Moving or Copying a Folder

You can copy or move individual folders along with their associated files. To do this, right-click on a folder and select Copy or Move.

You can choose whether you want to copy both the folder and its content, just the folder, or just the files in the folder. Then select where in the folder structure you want the folder to be located.

Deleting a Folder

To delete a folder, right-click on the folder and select Delete. Note that if there are subfolders under the folder you choose to delete, they will also be deleted.

Shortcut: Files Not in a Folder

In Mediaflow, there is no "trash bin" as you might be used to on a computer. To delete files in Mediaflow, you can right-click on a file and choose Remove from this folder or Delete permanently. 

If you choose to remove the file from a folder, the file will only be removed from that folder but remain in other folders. If you instead choose to delete the file permanently, the file will be removed from all folders and also from the system, meaning the server where the file was originally uploaded. If you have a file that exists in only one folder and choose the option to remove it from that folder, the file will be removed from the folder but not from Mediaflow. The original file remains on our server. You can access these "deleted files" by going to the shortcut folder Files Not in a Folder. Here you will find files that have been removed from folders and are no longer categorized in the folder structure.

All users can access the Files Not in a Folder shortcut. Those who are not Super Admins will only see their own uploaded files. If you are a Super Admin, you will see on the start page if there are files that have ended up in Files Not in a Folder and you can go in and manage all files in this folder. You activate Super Admin mode under your profile or with Alt + S.

Archiving Folders

If you use Mediaflow in your workflow where you continuously create folders for ongoing projects, sometimes the need arises to hide folders with content that is no longer relevant. By archiving a folder, that folder and its subfolders, as well as all files within those folders, are hidden. The folders and files are hidden from both the folder tree and the search function.

⚙️ Permission to Archive Folders

The ability to work with archived folders is a permission set at the user group level.

You can archive a folder by right-clicking on the folder in the folder tree and selecting Archive Folder from the menu.

You can also click the archive icon at the bottom right under the folder tree to display all archived folders in the folder tree. The search results will now also show archived files and folders. Archived folders are displayed with a unique folder icon in the folder tree. They remain visible until you click the archive icon again. If visibility for archived folders is not activated, it is not possible to search for their contents.

⚠️ Files that exist in multiple folders are not archived

Files are only archived if they are located in archived folders. Files that also exist in multiple folders remain visible and searchable as usual.

In the same way, you can always Unarchive a folder from the dropdown menu if you want it to be visible again.