Powerful admin features

Get the most out of the platform by customising groups, permissions, download presets, and metadata fields according to your organisation's needs.

Set permissions for users

Set permissions for the different user groups to customise Mediaflow for your organisation and make it easy and seamless for your employees.

Some examples of permissions include the ability to download files, upload files, administrate users or groups, delete files, index files, and enforce reporting on downloads.

An administrator has the right to add and edit groups and their permissions. This can be done at three different levels:

  • Basic permissions for a group of users, for example, the ability to upload files.
  • Folder-level permissions, for example, which groups can download files from a specific folder.
  • File-level permissions, for example, which groups can download a specific file.

Simplify downloading with presets

Predefined download presets save time and make it easy for users unfamiliar with graphic tools to instantly create images in the correct preset. Administrators configure the download presets that your organization needs.

Download presets are a template for how an image is scaled down and cropped during download or publication. A download preset includes parameters such as pixel size, colour profile, compression, and file format. Set whether an image should be cropped and to which size and resolution. This is very useful in our CMS integrations, where the dimensions of the posts are often predefined for publishing in platforms like Sitevision, Optimizely (Episerver), and the like.

Establish a register of individuals and agreements

For images and files containing personal data, there are intelligent and useful features in our GDPR module that make it easier for you.

With these tools, you can keep track of:

  1. The legal basis for the file
    Specify if the file contains identifiable individuals, if it is necessary to fulfil an agreement/obligation, if consent is required, and if an external agreement exists.
  2. Which people appear in what files
    Create a register of individuals and link them to specific files. Mediaflow's facial recognition automatically identifies individuals in images. With the GDPR module, you can get suggestions from the system regarding the person depicted (provided that the person is included in the register with a photo).
  3. Consents and agreements
    Keep track of consents or model agreements and link them to respective documents. You can also collect digital consent from the platform using our digital signing service via SMS, email, or Bank ID.


Manage personal data and agreements effortlessly and securely. Obtain consent through our digital signing service and receive alerts if files are not GDPR-compliant. With the GDPR module, you gain complete control over which files individuals appear in and how they can be used.

Customize metadata fields and colour marking

In addition to standardised metadata fields (XMP, IPTC, EXIF), there is the possibility to add custom fields tailored to your business.

Custom fields are versatile and can be used for quick content categorisation, making it easier to find later. Examples of custom fields include a list of areas in a municipality (drop-down menu) or a list of different product categories for a manufacturing company (checkboxes).

Another way to customise metadata management is to use colour coding, which you specify as metadata for each file. The administrator controls which colours users can choose and what label they have, thus determining their meaning for your organisation. For example, red-tagged files may not be allowed to be downloaded.

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