In the Waiting Room 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. This allows portal administrators to better 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 may be sent to the Waiting Room first.
Go to Settings > Waiting Room to access the Waiting Room.
Use the filters in the left sidebar to find the assets you're looking for. You can see the applied filters in the top bar of the Waiting Room. Click the X inside an applied filter to remove the filter or click Clear filters to remove all filters. Read more about the available filters below:
Once you've filtered the assets you're looking for you can start auditing the assets.
Click the request you want to audit. The request will open and one or more assets will be visible.
You can open an asset to see a bigger preview of the asset and to check the metadata if available.
Check the Request info in the left sidebar.
Select the asset(s) you want to audit and click Approve request to approve the request or click Deny request to reject the request. Alternatively, you can click Approve all or Deny all to approve or reject all assets at once. You can also permanently delete assets by selecting them and clicking the icon. This action cannot be undone.
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.
Go to Settings > Users & rights > Permission Management.
From the user profiles, select the profile, for which you want to update permissions.
From the Media permission sections, select one of the following:
Upload media for approval - users with this right can upload assets to the Waiting Room and cannot publish media to the Asset Library without approval.
Audit media in waitingroom - users with this right can approve or deny upload or download requests in the Waiting Room. These users can decide whether an asset should be stored in the Asset Library or not.
Audit download requests - users with this permission are only allowed to audit download requests.
Approve assets ( Creative Workflow) - Gives users audit rights for all requests except from download requests.
Upload and publish media - users with this right can publish directly to the Asset Library bypassing the Waiting Room.
Edit media - users with this right can edit the media information without asking for approval.
(Optional) If you do not want to grant general auditing rights you can set up auditors, who can only audit upload and download requests of assets that are tagged with a specific metaproperty option. Read more about this procedure here.
By default the approvers who are set up on a metaproperty option level as well as the users with general auditing rights will receive an in-app notification when an upload or download request is pending approval. To avoid undesired emails, no email notifications are sent out to approvers by default.
Optionally, email notifications can be sent to the approvers who are configured on a metaproperty option level. Contact your Onboarding Manager or Customer Success Manager if you would like to have these email notifications enabled for upload requests, download requests or both.
(Optional) To implement the approval process for the media added through Workflow, go to Settings > Workflow > Preset Management to create a preset to upload assets to the Waiting Room. Select the When job is completed, submit the assets and select the Waiting Room option for the preset.
This option is only available for jobs based on a preset. Jobs created without a preset do not have this option. You can select this option for existing presets as well.
A selection of Select and Select2 metaproperties of your portal can be made available as filter in the Waiting Room. Contact your Customer Success Manager if you would like to have a selection of metaproperty filters set up in the Waiting Room. Your Customer Success Manager is happy to assist you in setting this up. See the example of a Waiting Room filter below.
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 in the list, use the search within the metaproperty filter to find the option you need.