Admin Guide: Content Moderation & Approvals

How Upload Moderation Works

When portal members upload assets, the system checks whether they have "bypass moderation" permission (DAM Moderators group).

• Members WITH bypass permission: Their uploads are published immediately with status "Approved".

• Members WITHOUT bypass permission: Their uploads enter a "Pending Approval" queue and are NOT visible in the portal until an admin reviews them. The users who have the "DAM Super User' group will receive a notification email so the assets can be approved.

This ensures quality control -- users' uploads are reviewed before they enter the library.

Reviewing Pending Uploads

1. Go to the DAM section in the backoffice and open the Approvals tab.

2. You will see a queue of all pending assets across all clients (or filtered to your assigned clients).

3. Each pending asset shows: thumbnail preview, uploader name, submission time, metadata summary, and client.

Approving Assets

1. Review the asset details, metadata, and thumbnail.

2. Click Approve to publish the asset -- it becomes visible in the portal immediately.

3. The uploader is not directly notified but will see their asset appear in the library.

Rejecting Assets

1. Click Reject if the asset does not meet quality standards or is inappropriate.

2. You can optionally provide a reason for rejection.

3. Rejected assets are removed from the queue and are not visible in the portal.

4. The user who submitted the asset will get a notification email with your reason for rejection so they are aware and can try again.

Embargo Management

• Uploaders can set an Embargo Until date on assets. These assets are hidden from regular portal users until the embargo date passes.

• Embargoed assets show an EMBARGOED badge in the portal and are only visible to users with moderator or admin access.

• Moderators and admins can see embargoed assets via the Embargoed status tab in the portal.

• Embargo dates can be set or changed in the asset's edit form.

• When the embargo date passes, the asset automatically becomes visible to the clients users.

Auto-Archiving

• Uploaders can set an Auto-Archive On date. The asset is automatically moved to Archived status on that date.

• This is useful for time-limited content (e.g. seasonal campaigns, promotional materials with end dates).

• Archived assets can be found under the Archived status tab and restored if needed.

Tips

• Check the Approvals queue regularly to avoid bottlenecks for uploading users.

• Grant the DAM Moderators group to trusted, frequent uploaders to reduce the approval workload.

• Use embargo dates for coordinated campaign launches where assets should not be visible before a specific date.

• Consider auto-archive dates for seasonal or time-sensitive content.