New to Mediaflow?

In this article, we’ll walk you through the key features to help you quickly get started with smooth workflows in Mediaflow. Mediaflow is a platform that helps organizations manage digital assets like images, videos, and brand materials efficiently and in an organized way. The platform is flexible, so you can choose which features to access based on your organization's needs. However, regardless of how your company plans to use Mediaflow and what permissions you have, the core remains the same. Follow steps 1–6 below to set up a basic structure. Afterward, you can create smart workflows using web links and portals to share digital assets, videos, and branding materials, 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

Visit: https://app.mediaflow.com or follow the link in your activation email. Log in using 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 within a folder structure designed for your organisation’s needs. A file can be accessed from multiple folders without being duplicated. This flexibility facilitates efficient workflows.

To create a new folder in the folder tree, you have two options:

1. Click the Create root folder button next to the folder structure.

2. Right-click a folder and choose New folder to create a subfolder under it.

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. Just drag and drop files from your computer into the folder you want in Mediaflow. More upload options are available under the Add button in the file view.

Mediaflow processes the files and quickly generates thumbnails for easy previews. It supports over 100 file formats, including PDFs, PowerPoint, Word documents, and audio/video files.

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 enables you to store important details like the photographer's name, alt text, and usage instructions. Keywords serve as essential metadata for quickly locating files across both Mediaflow and portals. We recommend taking some extra time to plan your indexing and tagging strategy. Metadata fields are available 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) establishes strict rules for managing personal data. With Mediaflow’s GDPR tool, you can easily create a registry where consent or other legal bases 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:

1. Establish a legal basis

2. Determine whose personal data is in the file

3. Connect 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 easily double-click a file to download a copy of the original. You can also crop images directly or use Mediaflow’s download presets, eliminating the need for editing tools like Photoshop. These formats enable you to create templates for resizing or cropping images at download. Keeping only the original file in Mediaflow simplifies file management, improves findability, and reduces storage requirements.

If you need to edit or publish a file, for example, on a website, plugins and integrations let you do so without downloading the file.

Learn more about using download formats

7. Share files with a web share

Mediaflow offers several smart sharing tools. Web shares are perfect for sharing with external partners, agencies, printers, or internally. Recipients can access files through a unique link without needing to log in. You can also receive files via web shares, such as from photographers.

Learn more about creating and using web links in different workflows

8. Share files through a Media Portal

Another sharing method is through a Portal. A Portal allows you to make selected files accessible to different audiences, such as internal teams, the press, or partners. Visitors can browse specific 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 heavily with videos, Mediaflow is a great Online Video Platform. With the Video Manager add-on, you can add subtitles, language options, and visual or sign language interpretation to your videos. 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 on a GDPR-compliant platform. Live streaming allows you to reach a wider audience, boost engagement, and enhance your brand. Adding the Question Box feature lets viewers 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 by using easy-to-use graphic templates.

Learn more about the design generator

11. Integrate with other systems

Mediaflow easily connects 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 designed for your specific needs are also available.

Learn more about integrating Mediaflow with your other systems