In this article, we’ll guide you through the most important features to help you quickly get started with smooth workflows in Mediaflow.
Mediaflow is a platform that helps organizations manage digital assets such as images, videos, and brand materials in an efficient and structured way. The platform is flexible, and you choose which features to access based on your organization's needs. But regardless of how your company plans to use Mediaflow and what permissions you’ll have, the foundation is the same. Follow steps 1–6 below to set up a basic structure.
After that, you can create smart workflows using web links and portals (to share digital assets, videos, and branding material), make videos accessible, live stream, and create layout templates. There are also many plugins and integrations to connect Mediaflow with your other systems.
Get Started in Mediaflow – Step by Step
1. Log in
Go to: https://login.mediaflowpro.com or follow the link in your activation email. Log in with your credentials. (If you haven’t received login details – contact your administrator.)
Learn more about users and permissions in Mediaflow
2. Create folders
In Mediaflow, you can categorize and organize your files in a folder structure tailored to your organization’s needs. A file can be accessible from multiple folders without being duplicated. This flexibility supports efficient workflows.
To create a new folder in the folder tree, you have two options:
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Click the New folder button under the folder tree.
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Right-click on a folder and choose Create new folder to create a subfolder under the selected one.
Learn more about setting up a sustainable folder structure in Mediaflow
3. Upload files
Once you've created folders, it’s time to upload files. Simply drag and drop files from your computer into the desired folder in Mediaflow. More upload options are available under the Upload button in the file view.
Mediaflow will process the files and generate thumbnails within seconds for easy previews. Mediaflow supports previews for over 100 file formats, including PDFs, PowerPoint, Word documents, and audio/video playback.
Learn more about managing and working with files in the Media bank
4. Index and tag files
Indexing your files in Mediaflow makes them searchable and allows you to store important information, such as the photographer's name, alt text, and usage instructions. Keywords are vital metadata for finding files efficiently in both Mediaflow and portals. We recommend spending some extra time planning your indexing and tagging approach. Metadata fields can be found under the Indexing tab in the right-hand panel.
Learn more about leveraging metadata in Mediaflow
5. Manage files for GDPR
The GDPR (General Data Protection Regulation) sets strict requirements for handling personal data. With Mediaflow’s GDPR tool, you can easily build a registry where consent or other legal grounds are linked to your files. The face detection feature helps identify faces in images and match them with registered individuals.
Handle personal data in three steps:
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Define a legal basis
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Identify whose personal data the file contains
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Link any consent or agreement to the file
Learn more about the Mediaflow GDPR module
6. Download files
In Mediaflow (a cloud-based platform), you can simply double-click a file to download a copy of the original. You can also crop images directly or use Mediaflow’s download presets, avoiding the need for editing tools like Photoshop. These formats allow you to create templates for resizing or cropping images at the point of download. Keeping only the original file in Mediaflow simplifies file management, enhances findability, and reduces storage needs.
If you need to edit or publish a file on, for example, a website, plugins and integrations allow you to do so without downloading the file.
Learn more about using download formats
7. Share files with a web link
Mediaflow offers several smart sharing tools. Web shares are ideal for sharing with external partners, agencies, printers, or internally. Recipients can access files via a unique link without needing to log in. You can also receive files via web shares, for example, from photographers.
Learn more about creating and using web links in different workflows
8. Share files via a Portal
Another sharing method is through a Portal. A Portal lets you make selected files available to different audiences, such as internal teams, the press, or partners. Visitors can browse selected folders and download files in various formats without logging in.
Learn more about sharing files via a Media Portal
Learn more about setting up a Play Portal for your video content
Learn more about creating a Brand Portal
9. Make videos accessible and stream live
If you work extensively with video, Mediaflow is an excellent Online Video Platform. With the Video Manager add-on, you can enrich your videos with subtitles, language versions, and visual or sign language interpretation. With Video Manager Pro or Plus, you also get features like chapters, playlists, and customizable video player themes.
Learn more about the possibilities with Video Manager
With Mediaflow’s Live Module, you can stream live events using a GDPR-compliant infrastructure. Live streaming helps you reach a broader audience, build engagement, and strengthen your brand. Adding the Question Box feature enables viewers to submit questions during the broadcast.
Learn more about live streaming in Mediaflow
10. Brand Portal and Design Templates
Mediaflow supports your brand management efforts. In addition to a Brand Portal, you can ensure consistent communication across your organization using easy-to-use graphic templates.
Learn more about the design generator
11. Integrate with other systems
Mediaflow integrates easily with other systems and services through ready-made plugins and APIs. With Mediaflow’s CMS plugins, you can publish images and videos directly to your website or intranet. Custom integrations tailored to your specific needs are also available.
Learn more about integrating Mediaflow with your other systems