The folders you create in your shared workspace are initially visible to all users in Mediaflow. If you want a specific folder to be visible only to a certain user group, you can manage this by configuring different user groups. Similarly, when making your material available through media portals or integrations, you can select which folders should be visible there.
Granting User Groups in Mediaflow Access to a Folder
The All Users and Admins groups are available in all Mediaflow accounts from the start, but you can create additional groups to suit your needs. To assign access to a specific folder, select the folder and click on the Access tab. Here, you choose which user groups in Mediaflow should have access. Remember to save your changes. If you deselect the All Users group and select only the Admins group, the folder will be visible only to users in that group.
A check mark means NO everywhere
A checkmark is the strongest permission setting in Mediaflow. Use it with caution to avoid accidentally restricting access unnecessarily.
If you check the box instead of leaving the All Users group empty, you will also hide this folder from yourself.
If you have accidentally hidden a folder from all users and no one can access it, you need to switch to Super Admin mode (if you are a Pro+ Admin user or by asking an administrator to do so). If you have access to this mode, go to your profile and enable Super Admin mode. When Super Admin mode is activated, you bypass all permissions and access restrictions, meaning you will be able to see all folders, even those you normally cannot access. Now you can see the folder again and change the settings to decide which groups should have access to it.
Granting Access to a Folder for a Media Portal or an Integration
Mediaflow enables you to share files through a media portal or publish them in another system via various integrations. Similar to user groups in Mediaflow, you configure these settings in the Access tab. Different media portals and integrations can be viewed as a group of users with access to files in a specific folder. Your media portals and integrations are listed in the dropdown menu. Don't forget to save your changes.
When your integration or media portal appears in the list with a green checkmark, it means that the folder is now visible there.
In each integration, the newly published folder will now appear, allowing you to browse all images in the folder.
Files That Do Not Appear in Folders in Media Portals and Integrations
Even if you have shared a folder’s content, some files may still be hidden on the respective platform. This is usually due to various settings you have configured for your files in Mediaflow, such as hiding files that have not been processed for GDPR compliance. Files with expired licenses may still be visible but cannot be published or downloaded.
Hiding a Folder from a User Group
Just as you can make a folder visible to a specific user group, integration, or media portal, you can also hide it. Deselect the group you want to hide the folder from so that the box is empty. Don't forget to save your changes. The folder is now disabled for your user group, integration, or media portal, and it will no longer be visible.
Folders Are Not Automatically Displayed in Media Portals and Integrations
Remember that folder contents are not automatically displayed in integrations and media portals unless you have chosen to enable them. You only need to hide folders if they were previously published in an integration or media portal.