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Upload, review, and publish
The full path a file takes: upload, review, and becoming visible in your library and shared links.
A file's path through Clipido has three stages: upload, review, and becoming visible to viewers. Here's how each stage works, and what has to happen for a file to actually show up in a shared gallery or workspace.
Note
The "publish" in this article's title means files becoming visible, not the Publish tab you'll find in Sharing. That tab configures a shared link's settings, such as its expiration and who needs to sign in. It doesn't control whether individual files are visible.
Upload: getting files into Clipido
Every file enters Clipido through an upload zone. Your team's default upload zone approves files automatically. Upload zones you create for people outside your team, such as photographers or partners, require your review by default, though you can change this.
When someone uploads, the file is sent to storage right away, and Clipido then processes it: generating previews, and, if enabled, running duplicate checks and face recognition in the background. You'll see status updates as this happens, and a clear error if something goes wrong. Files that are still processing show a "Processing" label until previews are ready.
Review: does this upload need your approval?
Whether review is needed depends on the upload zone. Files uploaded through your team's default zone are approved automatically. Files uploaded through most other upload zones wait for an admin to approve or deny them first, unless auto-approve has been turned on for that zone.
Duplicate checking is a separate process from review. Clipido flags exact duplicate files as soon as they finish processing, and resolving duplicates doesn't require, or block, approval. You can handle review and duplicates in either order.
Approving uploads and finishing review
When an upload zone requires review, files wait as pending until an admin approves or denies each one. Once every file in the batch has been handled, an admin finishes the review. If the upload zone also requires tagging, every required tag needs to be filled in before review can be finished too.
Files that are denied don't move on to your shared library. Files that are approved do, once review is finished for the whole batch.
Some workspaces also let the people you've shared them with review and approve their own uploads. This depends on your plan and needs to be turned on for that specific workspace. It isn't available everywhere by default.
Becoming visible: when files show up in your library and shared links
A file needs a few things to be true before it shows up where people can see it:
- It has finished processing.
- It has been approved, automatically or by an admin.
- If the upload zone required review, that review has been finished for the whole batch.
Once all of that is true, the file appears in your Media library. From there, it shows up in any shared gallery or workspace section that's set to include it, either because you added it manually, or because it matches the rules of a section set to update automatically.
If a file seems stuck, it's worth checking which of these steps it's still waiting on: still processing, still pending review, or approved but not yet included in the shared link you're looking at.