Custom workflows and approvals guarantee that no asset can be consumed before it has the necessary approval from the administrators.
USM Content
Within Brandfolder, an Administrator can set custom approvals on asset uploads before they're available to all users within the Brandfolder. This feature ensures that no asset can be consumed without the necessary approval from the administrators.
When assets are in a pending state, only Admins or Collaborators (who uploaded the content) can see them within the Brandfolder. Once assets have been approved, the pending indicator is removed, and other Collaborators and Guests can now see the asset.
Manage approvals
To edit your account approvals settings, navigate to Settings > General Settings > Approvals tab.
Account administrators can choose from three different presets when configuring approvals on their account. The three options are:
- Require asset approval from any administrator. This option allows any user with Admin privileges on the Brandfolder to approve assets.
- Require asset approvals from only the following administrator. This option allows you to choose a single Admin who needs to approve assets. When selected, a dropdown of all Admin users allows selection of a single Admin.
- Require asset approval from each of the following selected administrators. This option allows you to select multiple Admins who must approve each asset.
If the organization Administrator enables the custom user role to approve or reject assets, you can also require their approval.
After making changes to your account approval settings, select Update Approvals to save the changes.
Since this is a paid feature of your Brandfolder, approvals can't be deactivated from the user interface. Reach out to your account's point of contact at Brandfolder or support@brandfolder.com to deactivate the approvals workflow.
Manage unapproved content
Your profile
Navigating to Hi, [Your Name] and then selecting Approvals Requested brings you to the Action Required tab of your My Profile page.
From the Action Required tab of My Profile, you can approve assets one at a time by selecting Approve. The button changes to Approved to confirm your approval.
Automate approvals
You can create an asset automation to automatically approve or unapprove assets based on specific triggers. Triggers can be either a specific custom field or tag, or the asset is moved to a specific section or label.
In the Brandfolder,
- Select Settings > Bulk Management.
- Select Asset Automation.
- Select Create new automation.
- Name your automation, then select the trigger and action.
Now, your assets are automatically updated to approved or unapproved based on the set criteria. Select Run to retroactively apply the automation to existing assets, and the automation runs in the future whenever the condition is met. Learn more about asset automation.
Advanced filters and searching
If you're managing large amounts of unapproved assets, you can use advanced filters or the search bar and the bulk action toolbar to approve assets in bulk.
When you open the advanced filters drawer, selecting Unapproved from the Asset Status dropdown shows you all your content that is pending approval. The same results can be found by entering the syntax approved:false into your search bar.
From this view, you can quickly select multiple assets using the checkboxes and approve them using the Thumbs Up icon in the blue bulk action toolbar.
To unapprove assets, select the assets, then use the Thumbs Down icon on the bulk action toolbar. This icon automatically updates based on the current approval state of the selected assets.
