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Knowledge Base

Waiting Room

In the Waiting Room you can find all uploads, downloads, edited assets and Creative Workflow exports that are awaiting approval to be modified, downloaded or sent to the Asset Bank. This allows portal administrators to better manage what content is uploaded and downloaded. It also helps to make sure that the assets and their metadata align with the brand identity.

When users don't have sufficient rights to directly upload, download or edit material in the portal, their downloads, uploads, asset modifications and Creative Workflow exports may be sent to the Waiting Room first.

How to use the Waiting Room?

  1. Go to settings_menu.png Settings > Waiting Room to access the Waiting Room.

  2. Use the filters in the left sidebar to find the assets you're looking for. You can see the applied filters in the top bar of the Waiting Room. Click the X inside an applied filter to remove the filter or click Clear filters to remove all filters. Read more about the available filters below:

  1. Once you've filtered the assets you're looking for you can start auditing the assets.

How to audit assets in the Waiting Room?

  1. Click the request you want to audit. The request will open and one or more assets will be visible.


    You can open an asset to see a bigger preview of the asset and to check the metadata if available.

  2. Check the Request info in the left sidebar.

  3. Select the asset(s) you want to audit and click Approve request to approve the request or click Deny request to reject the request. Alternatively, you can click Approve all or Deny all to approve or reject all assets at once. You can also permanently delete assets by selecting them and clicking the delete-icon.png icon. This action cannot be undone.

How to set up the auditing process for the Waiting Room

As an administrator you can decide whether users can directly upload or download or whether their requests first need to be sent to the Waiting Room. You can also set up the auditors who will be responsible for auditing these upload and download requests in the Waiting Room.

It is possible to assign general auditing rights, so that auditors can approve all requests, but you can also segment these responsibilities meaning that certain auditors are only able to see and audit the requests they are responsible for.

Optionally, you can create a Creative Workflow preset which makes sure the assets are uploaded to the Waiting Room first, before they can be uploaded to the Asset Library.

  1. Go to settings_menu.png Settings > Users & rights > Permission Management.

  2. From the user profiles, select the profile, for which you want to update permissions.

  3. From the Media permission sections, select one of the following:

    • Upload media for approval - users with this right can upload assets to the Waiting Room and cannot publish media to the Asset Library without approval.

    • Audit media in waitingroom - users with this right can approve or deny upload or download requests in the Waiting Room. These users can decide whether an asset should be stored in the Asset Library or not.

    • Audit download requests - users with this permission are only allowed to audit download requests.

    • Approve assets ( Creative Workflow) - Gives users audit rights for all requests except from download requests.

    • Upload and publish media - users with this right can publish directly to the Asset Library bypassing the Waiting Room.

    • Edit media - users with this right can edit the media information without asking for approval.

  4. (Optional) If you do not want to grant general auditing rights you can set up auditors, who can only audit upload and download requests of assets that are tagged with a specific metaproperty option. Read more about this procedure here.

    By default the approvers who are set up on a metaproperty option level as well as the users with general auditing rights will receive an in-app notification when an upload or download request is pending approval. To avoid undesired emails, no email notifications are sent out to approvers by default.

    Optionally, email notifications can be sent to the approvers who are configured on a metaproperty option level. Contact your Onboarding Manager or Customer Success Manager if you would like to have these email notifications enabled for upload requests, download requests or both.

  5. (Optional) To implement the approval process for the media added through Workflow, go to settings_menu.pngSettings > Workflow > Preset Management to create a preset to upload assets to the Waiting Room. Select the When job is completed, submit the assets and select the Waiting Room option for the preset.

    This option is only available for jobs based on a preset. Jobs created without a preset do not have this option. You can select this option for existing presets as well.


How to set up a default request landing page in the Waiting Room

Do you mainly manage one specific type of request in your portal's Waiting Room? Make it easier for your administrators to find the requests they are looking for by setting up a default landing page for the Waiting Room. Users auditing Waiting Room requests will get to see this type of request by default when entering the Waiting Room.

  1. Go to settings_menu.pngSettings > Advanced settings > Portal settings.

  2. Click Waiting Room Configuration in the left sidebar.

  3. Open the dropdown in the Default request type section and select one of the available request types to make this the default request type landing page of the Waiting Room.

Users entering the Waiting Room will now get to see this type of request by default.

How to set up metaproperty filters in the Waiting Room?

Waiting Room filters help you to find the requests you're looking for in the Waiting Room. By applying filters you will only get to see the requests that are tagged with those values. A selection of Select and Select2 metaproperties of your portal can be made available as filter in the Waiting Room. Follow the steps below.


Click to enlarge

  1. Go to settings_menu.pngSettings > Advanced settings > Portal settings.

  2. Click Waiting room Filters in the left sidebar. The Select and Select2 metaproperties of the portal will be listed. In the Waiting room filter section you can find all the metaproperties that are currently available as filter in the Waiting Room. The Available metaproperties section shows the metaproperties that can be enabled as additional filter.

  3. Click the + button next to a metaproperty in the Available metaproperties section if you want to add it as waiting room filter.

  4. (Optional) Click the - button next to a metaproperty in the Waiting room filter section to remove it as a Waiting Room filter.

  5. (Optional) You can change the order of the metaproperty filters in the Waiting Room section. Click the arrow_up.png button to move a filter up the list or click the arrow_down.png button to move it down.

  6. Click Save changes to save the setup.


    • Performance of the waiting room may be affected negatively when a metaproperty is set up as a filter that contains a large number of options. For example more than 10 000 options.

    • The metaproperty filters show a maximum of 100 options by default. If the metaproperty you’re looking for is not in the list, use the search within the metaproperty filter to find the option you need.