In Mediaflow’s DAM, you can store all types of files that you collaborate on and then share them with colleagues and external stakeholders. In various situations, there may be a need to keep track of where and for how long your files are used. This could be due to GDPR agreements, licensing rights compliance, or simply because you want to replace outdated materials, such as content that belongs to a previous branding profile.
Mediaflow allows you to log and track file usage in different ways. Under the tab Info > Usage, information about where the file is used, for what purpose, and by whom is recorded.
This makes file management more transparent and trackable. If a file needs to be removed from Mediaflow, you can see where it is used and take the necessary actions. As different usage entries are added, a number indicator appears on the file’s thumbnail, showing how many times it has been logged.
You can always manually log file usage by clicking the Add Usage button. However, for a more automated workflow, you can set up mandatory usage reporting before a file can be downloaded. This can be configured in several ways, depending on your needs.
Require Usage Reporting When Downloading Files
You can require users to report file usage before downloading in Mediaflow. This can be applied to:
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A specific user group,
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Files in a specific folder, or
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Files marked with a certain color label.
When enabled, users will see a mandatory dialog box with required fields that must be filled in before the file can be downloaded.
Usage Reporting for Files in a Specific Folder
To require usage reporting for files within a specific folder, go to the folder’s Settings > Security tab. Check the box to enforce reporting for all users or only for a specific user group.
Usage Reporting for Selected Files (Color Labels)
To track usage for specific files, you can apply a color label to them. This makes it easy to see which files the setting applies to. Pro users can create a custom color label, name it, and select the option Usage must be reported before download. You can then tag the relevant files by adding the color label under the Indexing tab.
If you want to track all files containing identifiable persons (who have GDPR agreements linked to them and may need to be removed), color labeling ensures clear visibility in media portals, integrations, and plugins. It also raises awareness among users who interact with these files.
Usage Reporting Based on User Groups
In User Group Settings, Pro users can define which users must report usage before downloading files. This setting will apply to all files downloaded by that user group.
Pro users can also exempt specific groups from reporting. For example, administrators may be exempt from this requirement if they manually log usage details when needed.
Require Usage Reporting in a Media Portal
If usage reporting is enabled for a specific folder or color-labeled files, users in your media portal will also be prompted with a dialog box to log file usage before downloading.
If you want to enforce usage reporting for all files in a media portal, you can configure this in the Portal Settings: Go to Portals (left menu), click the gear icon for the specific portal, and enable usage reporting as needed.
Tracking Usage via an Integration
If you have a Mediaflow CMS integration (e.g., WordPress or Sitevision), file usage is automatically logged in Mediaflow when files are published.