Manage folders in the mediabank

Mediabanken

Under the Media Bank tab, you manage all files you upload to Mediaflow and set up a shared folder structure tailored for your organisation. To support flexible work, the media bank is divided into different workspaces.

Shortcuts
Shortcuts are folders that help you organise your files based on different criteria. You can sort files by your downloads and uploads, files without tags, and files with the same names. If you tag files with their license rights, you can sort them accordingly. If you have our GDPR module, you can also sort by various 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 access, but you can also hide specific folders for different user groups. This means that even the folders in the shared workspace can vary from user to user. Folders in Mediaflow are always sorted alphabetically. This order cannot be changed, but you can add numbers at the start of a name if you want. Numbers come before letters, so you can "force" folders to appear first in the folder tree.

Favorites
Each user can save specific folders under Favorites for quick access to their frequently used folders. You can easily add or remove folders from favorites and also organise them into groups. 

Folders in Mediaflow are a way to group and categorize files. In Mediaflow, a file can be accessed from multiple folders simultaneously without creating duplicate copies. This feature supports efficient workflows. For example, an image might be stored in three different folders, but only one original file exists in Mediaflow, unlike storage on a local server. When a file is selected, the right panel shows which folders it is available in.

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 key part of Mediaflow. We recommend that our users with new Mediaflow accounts take some time to think about a sustainable folder structure. A well-organised folder structure not only facilitates the management and search of your media files but also enables more efficient workflows.

Creating Folders

There are two 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 below the folder tree. When creating a new folder, you choose whether to place it in the root or as a subfolder. Then, you'll be taken to a dialog box to configure the folder's settings.

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 files. To do this, right-click on a folder and select Copy or Move.

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

Deleting a Folder

To delete a folder, right-click on it and select Delete. Keep in mind that if there are subfolders inside the folder you delete, they will also be deleted.

Shortcut: Files Not in a Folder

In Mediaflow, there is no "trash bin" like on a computer. To delete files, right-click on a file and select Remove from this folder or Delete permanently. 

If you choose to remove a file from a folder, it will only be removed from that folder, but will remain in other folders. If you decide to delete the file permanently, it will be removed from all folders and also from the system, meaning the server where the file was originally uploaded. For a file that exists in only one folder, removing it from that folder will delete it from the folder but not from Mediaflow. The original file stays on our server. You can access these "deleted files" by visiting the shortcut folder Files Not in a Folder. There, you will find files that have been removed from folders and are no longer organized 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, the start page will display whether any files are in Files Not in a Folder, and you can manage all files in this folder. You activate Super Admin mode in your profile or with Alt + S.

Archiving Folders

If you use Mediaflow in your workflow where you regularly create folders for ongoing projects, sometimes you need to hide folders with content that is no longer relevant. By archiving a folder, that folder and its subfolders, along with all files inside them, become 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 of the folder tree to show all archived folders. The search results will now include archived files and folders. Archived folders are marked with a unique folder icon in the folder tree. They stay visible until you click the archive icon again. If archived folders are not set to be visible, you cannot search 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.