The folders you create under 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 in Mediaflow, you can manage this by configuring different user groups. Similarly, when making your material available via media portals or integrations, you can choose which folders should be visible there.
Granting User Groups in Mediaflow Access to a Folder
The groups All Users and Admins are initially available in all Mediaflow accounts, but you can create additional groups based on your needs. To select which groups should have 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 to the folder. Remember to save your changes. If you deselect the All Users group and choose to grant access only to the Admins group, the folder will now only be visible to users in this group.
A checkmark means NO everywhere
A checkmark is the strongest permission setting in Mediaflow. Use it with caution to avoid accidentally restricting access unnecessarily.
If you place a checkmark instead of leaving the All Users group empty, you will also disable the visibility of this folder for yourself.
If you have accidentally hidden a folder from all users and no one can access it, you need to enter 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 switch to 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 do not have access to. Now you can see the folder again and modify the settings to determine which groups should have access to it.
Granting Access to a Folder for a Media Portal or an Integration
Mediaflow allows you to share files via a media portal or publish them in another system through various integrations.
Just like with user groups in Mediaflow, you configure these settings under the Access tab. Different media portals and integrations can be seen as a group of users to whom you can grant access to files in a specific folder. Your media portals and integrations appear in the dropdown list. Remember 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.