Requirement: You need to be signed in using an administrator's or contributor's account in order to make these adjustments. As a contributor you need the privilege to Approve Content in order to change the status of assets.
Administrators and Contributors are able to edit a file with different approval statuses. These options are available to help teams strategize a workflow process concerning developing and finalizing content, as well as publishing content on portals.
The approval options appear in the Status section on the Preview Page/Information Page.
Head over to this article if the Status section is not displayed.
The approval options are:
Approved:
Pending:
- No approval status has been set yet.
- The file does not appear in the consumer library.
- Cannot be shared or downloaded by consumers.
- File is not displayed in portals.
Restricted:
- The file is not displayed in the library of consumers.
- Cannot be shared or downloaded by consumers.
- File is not displayed in portals.
Note:
Pending and Restricted have the same effect from a technical point of view, but they are intended for different use cases.
- Pending assets are currently still in progress and therefore hasn't been finalized.
- Restricted assets have been finalized, but they are deliberately restricted, e.g. an asset contains sensitive data.
Expired:
- File cannot be shared or downloaded by consumers.
- File is not (no longer) displayed in portals.
- This status is displayed only if you have set an expiration date for an approved asset and that date has passed.
Custom status:
- There are no restrictions that come along with using a custom status.