To enable this optional configuration, contact Support@Korbyt.com

Overview

When enabled, the Optional Media Manager Approval process allows tenant administrators to define folder-level approvers and authors.

Content added by a user in an Author-level group for that folder will be placed in Draft Status, and they can request approval from users in the Approver User Groups. Draft items will not be played by playlists.

Being a “folder author” is not tied to the user role of author. Adminstrators and Approvers can also be set to only have the “Author” or Contributor access to a specific folder.

This option only affects the permissions in Media Manager folders, and has no effect on other folder structures

Typical Use Case

You want to have Tag or Folder-based automation in Clever Playlists, but you want the Images and Videos in the Media Manager to have an approval process

Setting Optional Folder Permissions

Create user groups as normal, see How To Manage CMS Users And User Groups for more details if needed

In the Media Manager

• Locate the folder you wish to restrict, and click its Padlock Icon

• In the User Group Access pop-up, uncheck Global Access

  

• In the Administrators section, type the names of user groups who should be able to approve content

  • You must include Tenant Administrators’ Digital Signage

    • If you have the Mobile and Web product, you also need to include Tenant Administrators Mobile and Web

  • Select any other group that should be able to approve content for this folder

  • Anyone who is in the Administrators section will also have their imports automatically approved without the need for further approval

• In the Authors section, type the names of user groups who should be able to see the folder and add Draft items

  • These do not need to be Author-level users

• Click OK

Folder Permissions FAQ

• Can different folders have different approvers and authors?

  • YES, users who are Authors for one folder could be set to be Administrators of a different folder

  • Folders that have no permissions applied continue to operate as normal

• Does setting these optional folder permissions also stop others from seeing the folder?

  • YES, users who are not included in either the Approver or Author user groups will not see the folder at all

• Can a folder be locked so that only an Administrative-level user can access it, and no one has Author-level access?

  • YES, simply add user groups to the Administrator section, and leave the Author section blank

Folder Author Workflow

Importing New Items

In the Media Manager

• Select the folder you will add your Draft item to

• Click the Import Media button

• Select your items to import

  • For general information about the Media Manager, see Using The Media Manager

• The items imported will show in a Draft Status, and have a Request Approval action button

  

To Request Approval

• Click the Request Approval button next to your Draft item

• Select the users you wish to request the approval from

  • The selected users will receive an email and a notification in the CMS

• Click OK to send the request

Folder Administrator Workflow

Notification

If a user selects you to approve an item, you will receive an email and see the pending Approval Request in the Notification section of the CMS.

Approval

Approving an item can be done from the Notifications section, under Pending Approval Requests, or from the Media Manager directly

In the Notifications section

• Click the Approve Button (check mark)

• This will open a new tab for the Media Item

  

  • You can view and edit the title, Tags, and Validity Dates

• To Approve, click the Publish button

• To save changes you make without approving, click the Save button

• To take no action on the item and return to the Notifications section (possibly to deny), click the Cancel button

In the Media Manager

• Find the item

• Click on the pencil icon

  

• To Approve, click the Publish button

• To save changes, but leave the item in Draft Status, click the Save button

Denial

If you wish to deny the item, you can provide an optional reason for denial. Denying an item is only available in the Pending Approval Requests section.

• In the Notifications section, under Pending Approval Requests, click Deny

• Any daily reson you share will be emailed to the user who submitted the item

• Once denied, the item will no longer show in the Pending Approval Request section

  • The submitted item is still stored in the Media Manager

• You can also leave the item in draft status indefinitely

Video Overview

We also have a recorded Korbyt Training Tuesday session that reviews this feature
See Korbyt Training Tuesdays for all previous session recordings