Who can see an asset¶
Each asset has an audience, shown as Visible to on the Details tab. The audience is one or more groups or people, written as @mentions, or @all for everyone in the organization. The person who uploaded an asset can always see it, and administrators see everything. If your organization has turned it on, keywords saved inside an uploaded file that name a group can also set the audience; see Uploading.
If your role allows it, click Change next to Visible to, add or remove @mentions, and click Save audience. Some roles can change the audience only of their own uploads, and some can't change it at all.
Approval¶
Depending on your organization's settings, new uploads may need approval before everyone in their audience can see them. Tiles of pending and rejected assets carry a badge, and the metadata popup shows the approval state.
Approving is done through the Asset Status field on the Details tab, if your role may change it: set it to Approved to approve the asset, or to To Be Reviewed to send it back to pending. Use the Approval filter to find pending assets.
Multi-step approval¶
Your organization can also set up an approval workflow with several steps, such as Editorial and then Communications, each decided by its own approvers. An asset in a workflow stays Pending approval until its last step approves it. Only the current step's approvers and administrators can decide a step.
- Setting Asset Status to Approved approves the current step; at the last step the asset becomes approved for everyone.
- Setting it to To Be Reviewed rejects the step. If your organization sends rejected assets back a step, the asset returns to the previous step.
- Choose Waiting for me in the Approval filter to see only the assets waiting at a step you can decide.
Approvers can be emailed when an asset reaches their step, and the uploader when it is approved or rejected.