Editing Warning Indicator

Show editing warning on asset

The Editing Warning Indicator feature allows you to notify team members when an asset is actively being edited. This prevents duplicate work, data overwrites, and the accidental use of assets before they are ready.

👉 Note: Editing Warning Indicator is an Additional Feature and must be enabled by a Client Admin: Additional Features → Other → Enable editing status indicator in assets.

If your organization is unable to enable it, please contact the HIVO Support team.

1. How to enable the asset editing warning

• This feature syncs seamlessly across the Library and Connectors (plugins integrated with working tools like InDesign, Figma, etc.).

• The warning status must be manually turned on and off by users and does not automatically detect when an asset is being edited.

🔹 Step 1: Turn on the editing warning

• Access the Library or open the Connector in your active application.

• Select the asset -> click View Detail to open the Asset Detail Page.

• Locate the toggle switch directly below the asset: "Warn others that this asset is being edited." And switch the toggle to On.

Display changes after turning on:

• For you: The toggle shows in the On state.

• For teammates: A notification badge displays on the asset detail page with the text: This is being edited by [User Name].

• In Library view: Assets with an active editing warning display a pencil icon in the top-left corner to notify other users.

🔹 Step 2: Edit Asset & Upload new version

👉 Note: The warning is informational only. It does not prevent other users from accessing or editing the asset. The warning status remains active until manually turned off, even if you close your browser or exit the application.

Once the editing warning is turned on, carry out your asset edits as usual. This may include updating metadata, tags, asset information, or editing the asset.

• Editing directly on HIVO using the Editor feature:

  • On the asset detail page, switch to Customize tab -> select Open Image Editor and make your changes.

  • Once finished, select Export and Save as new version.

  • Simply enter a version name, and the system will automatically save the new version for that asset.

• Editing via a third-party application (not editing directly on HIVO). After completing your edits, click the plus icon (+) to upload a new version.

🔹 Step 3: Turn off the warning upon completion

Once editing is finished and the latest version of the asset is uploaded:

• Switch the "Warn others that this asset is being edited" toggle back to Off.

• The warning badge visible to other users disappears immediately, signaling that the asset is ready for use.

2. Who can do what? (User Permissions)

Permissions for this feature are defined based on your role and access rights for each asset:

Permission	Asset Owner	User with Edit Access	User with View Access
Turn on asset warning	YES	YES	No
Turn off warning set by yourself	YES	YES	No
Turn off warning set by others	YES	No	No
View warning indicator	YES	YES	YES

👉 Note: Users with View-only permission will only see the warning badge when an asset is being edited; the toggle control is completely hidden from them.

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