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Waiting Room

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You can find all uploads, downloads, edited assets and Creative Workflow exports that are awaiting approval to be modified, downloaded or sent to the Asset Bank in your Bynder Waiting Room. This allows portal administrators to manage what content is uploaded and downloaded. It also helps to make sure that the assets and their metadata align with the brand identity.

When users don't have sufficient rights to directly upload, download or edit material in the portal, their downloads, uploads, asset modifications, and Creative Workflow exports can be sent to the Waiting Room first.

Using the Waiting Room

Who can access the Waiting Room?

Users with the following right(s) can fully access the Waiting Room and audit all assets pending approval:

  • Audit media in waitingroom

Users who have audit rights on metaproperty access level can access the waiting room to audit the assets that are tagged with these metaproperty option(s)

  1. Navigate to settings_menu.png

  2. Click on Waiting room

    WAITING_ROOM.png

  3. Select the filters in the left sidebar to find the assets you're looking for. You can view the applied filters in the top bar of the Waiting Room.

    WAITING_ROOM_FILTER_PENDING_REQUESTS_ETC.png

    • Pending requests: view pending requests

    • Accepted requests: requests that have been approved.

    • Denied requests: requests that have been denied.

    • Request type

      • Download: view and audit the download requests.

      • External Uploader: view and audit the files that were uploaded by the external uploader.

      • Workflow approval: view the exported assets from Creative Workflow.

      • Upload: view the upload requests.

    • Requested by: search for the requests made by specific users.

    • Requested date : requests by date. The requests made on this date or later will be shown. Optional: select End field to set an end date to view requests made in a selected timeframe.

      waiting_room_request_date.png

    • Metaproperties (optional): Depending on the setup of your portal you will see a list with your portal's metaproperties. Select the option(s) below each metaproperty to show the requests that are tagged with these options or use the search bar to find the option you need.

      WAITING_ROOM_FILTER_METAPROPERTIES.png

  4. Once you are done filtering the requests you can being approving.

Auditing assets in the Waiting Room

  1. Click the request you would like to audit.

    Tip

    You can open an asset to see a bigger preview of the asset and to check the metadata if available.

  2. Check the Request info in the left sidebar.

  3. Select the media you would like to audit and click Approve request to approve the request or click Deny request to reject the request.

    • [Optional] Click Approve all or Deny all to approve or reject all assets at once.

    • [Optional] permanently delete assets by selecting them and clicking the delete-icon.png icon.

      Caution

      This action cannot be undone.

Set up the auditing process for the Waiting Room

As an administrator, you can decide whether users can directly upload or download or whether their requests first need to be sent to the Waiting Room. You can also set up the auditors who will be responsible for auditing these upload and download requests in the Waiting Room.

It is possible to assign general auditing rights so that auditors can approve all requests, but you can also segment these responsibilities meaning that certain auditors are only able to see and audit the requests they are responsible for.

Optionally, you can create a Creative Workflow preset which makes sure the assets are uploaded to the Waiting Room first before they can be uploaded to the Asset Library. Learn more about Permission Management here.

  1. Navigate to settings_menu.png Users & rights > Permission Management.

  2. From the user profiles, select the profile, for which you want to update permissions.

  3. Select one of the following:

    • Upload assets for mandatory approval - users can upload assets to the Waiting Room only.

    • Audit upload requests - users can approve or deny upload requests in the Waiting Room.

    • Audit download requests -users can approve or deny download requests in the Waiting Room.

    • Upload assets - users can upload assets directly to the Asset Library bypassing the Waiting Room.

    • Edit assets - user can edit the media information without asking for approval.

    • Under Workflow > Assets select Approve asset- users can approve creative workflow assets.

  4. [Optional] Set up auditors who can audit upload and download requests of assets that are tagged with a specific metaproperty option.

    Click here to learn how.

    By default, the approvers will receive an in-app notification when an upload or download request is pending approval.

    Note

    If you would like approvers to receive email notifications please contact your Onboarding or Customer Success Manager to enable that feature in your account.

Set up a default view in the Waiting Room

You can set up a default view by a filter so that your approvers only see one type of request type.

Who can manage the default request type displayed in the Waiting Room?

Users with the following right can enable and mange the default request type used in the Waiting Room:

  • Manage portal settings

  1. Navigate to settings_menu.pngAdvanced settings > Portal settings.

  2. Click Waiting room Configuration in the left sidebar.

  3. Open the dropdown in the Default request type section and select one of the available request types to make this the default request type.

    filter_waiting_room_vieww.png

    Note

    If your portal is configured with an integration that sends assets to the waiting room, the integration name will appear in the dropdown. Learn more about our integrations here.

  4. Users entering the Waiting Room will now get to see this type of request by default.

Set up metaproperty filters in the Waiting Room

Add metaproperties from the available metaproperties to create a custom waiting room filter.

Note

Only select and select2 metaproperties are available in the list and can be selected.Request status, Request type, Request date and Requested by cannot be altered.

Who can manage Waiting Room filters?

Users with the following right can manage Waiting Room filters:

  • Manage portal settings

  1. Navigate to settings_menu.png Advanced settings > Portal settings.

  2. Click Waiting room Configuration in the left sidebar.

  3. Click the + button next to a metaproperty in the Available metaproperties section if you want to add it as a waiting room filter.

    metaproperty_options_in_waiting_room.png

  4. To change the order of the metaproperty filters in the Waiting Room section. Click the arrow_up.png button to move a filter up the list or click the arrow_down.png button to move it down.

  5. To remove a metaproperty filter click - next to a metaproperty you would like to remove.

  6. Click Save changes .

    Note

    • The performance of the waiting room may be affected negatively when a metaproperty is set up as a filter that contains a large number of options. For example more than 10,000 options.

    • The metaproperty filters show a maximum of 100 options by default. If the metaproperty you’re looking for is not listed use the search within the metaproperty filter to find the option you need.

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