Organise your files

With easy uploading and support for over 100 file formats, storing files in Mediaflow is as simple as on a computer. It gets even better thanks to intelligent indexing, automatic folders, duplicate management, and version control.

Effortless uploading

Mediaflow supports over 100 different file formats. You can easily upload files through drag-and-drop, browsing your computer, or via FTP.

Metadata such as XMP, IPTC, and Exif (including geodata) automatically accompanies the files. You can also link videos from external sources like YouTube and Vimeo and manage them just like regular files uploaded in the system.

Customised folder structure for your organisation

Every organisation is unique, which is why the folder structure in Mediaflow is entirely customisable and unlimited in the number of folders and levels of subfolders.

Administrators can create and customize the media library themselves and, for each folder, choose different sorting and viewing settings. You can also import a pre-defined folder structure when setting up your Mediaflow.

Unlike conventional storage, the folder structure in Mediaflow is virtual, meaning a file can be placed in multiple folders without affecting storage or creating duplicates.

Shared and private workspaces

In addition to the shared file space where you create a common folder structure and build your media library, each user has a private file space. It can be used for individual projects or in a workflow where files are still being worked on and are not yet meant to be visible to others.

Smart Special Folders

In Mediaflow, there are shortcuts to automatically generated special folders that make it easier to navigate through your files in your media library: new files, my downloaded files, my uploaded files, files not belonging to any folder, files lacking keywords, suspected duplicates, files sorted by licensing rights, and files sorted by GDPR status (read more about GDPR here).

Complete control over licensing rights

In Mediaflow, you can track your files' usage rights/licence rights.

Specify contact information for the photographer and the usage rights applicable to the file. You can also provide information about model releases for the image.

Time-limited rights

You can set time-limited rights and specify a period during which you have the right to use the image. If there are time-limited rights to a file and the licence has expired, Mediaflow will display a warning if someone tries downloading the file.

Tracking file usage

In Mediaflow, you can not only gather information about the content of a file (metadata) but also store information about when, where, and how the file has been used.

For instance, if you are searching for images for a brochure and want to know which images have been used before and where, you can do this in Mediaflow by tracking how files are used.

When an image is mounted through one of our CMS integrations, information about its usage is automatically recorded. Suppose a web editor places an image in Optimizely (EpiServer) using the integration. In that case, you will subsequently be able to see information about it in Mediaflow and even follow a link directly to the page.

You can activate mandatory usage reporting at group or folder levels and in your Mediaflow Portal. How the file has been used can also be manually entered.

Version management and automatic duplicate detection

Mediaflow uses an intelligent content-based comparison algorithm for media files and PDF files.

When a file is uploaded, it is automatically compared to all files in the system. A duplicate is not created unnecessarily if the file is deemed precisely identical to an existing one. In other words, the matching is not based on the filename but rather on the data content of the file.

An individual file can have multiple versions. For example, you can have the RAW file from the camera, a retouched version, and a cropped version as versions of the same file. This is another way to avoid duplicates and redundant information. You can manually combine several files into versions of one file.

Keywords and indexing (metadata)

In addition to a suitable folder structure, keywords and other metadata about the files are crucial for finding your files. That's why Mediaflow has powerful and advanced tools for this.


When you upload files, metadata in the files (XMP, IPTC, EXIF, including geodata) is automatically transferred, so you don't have to enter that information manually. Everything from geotagging and exposure data from the camera to the keywords and ratings the photographer has entered in software like Adobe Bridge or Lightroom is imported automatically.

Smart manual indexing

When you manually enter keywords in Mediaflow, there are innovative tools to assist you. You can automatically add plural forms, and a thesaurus provides suggestions for suitable keywords based on the ones you've already added. For example, typing 'dog' will automatically add 'dogs,' and 'animal' will be suggested as a keyword. Of course, you also have the capability to index multiple files simultaneously.


Auto-indexing saves manual work by automatically adding keywords to all files placed in a folder or uploaded by a specific user.

Smart search function

In addition to searching by keywords or filenames, you can narrow down and refine your search using a variety of parameters such as file type, folder options, and many other specific attributes.

For example, you can search for all files containing the phrase "birth" in a specific folder, including its subfolders, that were uploaded after a certain date. You can search for compound words/phrases and parts of words. When you type in the quick search field, you'll receive instant suggestions for keywords and folders that match what you're typing.

In addition to quickly searching metadata, you can also use the search function to search for text content within documents (PDF, Word, Excel, PowerPoint, and text files).

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