Upload Approvals

The Assets need to be reviewed by Users with 'Can Approve' permission before being added to the main Library.

The upload approval feature in HIVO allows Admins to control the uploads of user assets before they are added to the main library to ensure quality and relevance of your content 😊. This is especially useful when you want to manage non-employee users (e.g. freelancers) who have upload permissions, or upload via an upload link.

👉 For example:

Let's say you're an Admin at a design agency and want to ensure that all images uploaded to the Library are high quality and on-brand. You can set up approval requirements for all image assets that a non Admin users uploads into HIVO first need to be checked by an Admin before the assets get committed to the Library.

What will the Upload Approval feature help you with?

• Quality assurance: Helps remove inappropriate, low-quality, or non compiant assets before they are stored in the main library.

• Asset control: Helps you control the content uploaded to HIVO, ensuring it is consistent with the organization's brand and overall goals.

Enable the upload approval feature

👉 The upload approval feature is turned on and off by account Admins by actioning the following steps:

• Access ‘Client Profile’ => Select ‘Settings’.

• Go to ‘Upload/Download Settings’.

• Enable the 'New Assets are added to Upload Approvals' option.

Add new assets to Upload Approvals

👉 Note: In the ‘Asset Detail' page, Users who have 'Can Approve' permission or belong to a group that ‘Can Approve’ have the ‘Skip Approval Step for Uploads’ option in the ‘Additional Automation’.

Skip Approval Step for Uploads

👉 If the upload approval feature has been enabled on the system, by default all new uploads will need to be approved. Note: the asset url still exists, which means you may see the below screen, although no assets will be displayed until the asset is approved:

The asset is moved to pending approval status

Who has the authority to approve assets?

Only users with the 'Can Approve' User Right can approve uploaded assets. This permission can be granted by an account Admin to downstream users or user groups. Adding the user right to a particular group of users can be done as follows:

• Navigate to 'Client Profile' => Click 'Groups' tab => Select the group you want to update permissions

• In the 'Edit User Rights' tab, in the 'Assets General' section, find 'Can Approve Assets' and tick or uncheck to update the permissions.

Edit User Rights

View and approve assets in upload approvals

Assets awaiting approval will be stored under the 'Approvals' feature (thumbs up icon on the left navigation bar), instead of directly in the Library. To view your upload approvals:

• Click ‘Approvals’ on the left navigation bar.

• In the ‘Upload Approval' tab, you will see a list of pending approvals. Each batch represents a group of assets that have been batch uploaded in the same session.

Upload Approval

• Click on any batch to view that assets and all associated metadata and asset details in that particular batch:

You can select one or more or all assets to approve

• Each asset will display the full information provided during the upload process and you can edit this information.

• To approve assets, click ‘Approve Assets’ for the selected assets you would like to approve and send to the Library. Alternatively, if you want to decline accepting the assets into the Library, select the assets you would like to reject and then click on the ‘Reject Assets’ button. Note that rejecting will remove the asset from HIVO.

Approve asset in Upload Approvals

The upload approval feature only applies to newly uploaded assets. Previously uploaded assets will not be affected. Additionally, you can combine the upload approval feature with the 'Version Approval' feature to have tighter control over asset updates.

If you have any questions, don't hesitate to ask, we're always here to help!