Resource status & access

Resource status and access are central to controlling how ResourceSpace users interact with resources. The Status determines whether the resource can be found or edited by users, the Access controls which users can download the resource.


Not all states will be available to all users, this will depend on their user group permissions. There are 6 default status levels used within ResourceSpace:

  1. -2: Pending Submission
  2. -1: Pending Review
  3. 0: Active
  4. 1: Waiting to be Archived
  5. 2: Archived
  6. 3: Deleted

Resources in states -2 and -1 are pending entry to the catalogue of widely available resources. Resources in these states cannot be found by users other than the contributor (See Pending review and submission).

State 0 or "Active" state resources are widely available within the system to be used. They have been approved by an administrator or trusted contributor and in a normal use case, active resources can be found by all users in the system by a normal metadata search.

State 1 "Pending Archive" is for resources which have either been used too much or too little, or which are no longer relevant and therefore need to be removed from the ResourceSpace mainstream. A resource can then be reviewed to decide whether it should be archived or updated and returned to the Active state.

State 2 "Archived" is for resources which are no longer relevant but which should be kept for reference or legacy. Most users of the system won't be able to access these resources any more but Administrators can retrieve them if necessary.

State 3 "Deleted" is for resources which are no longer required. Depending on the configurstion of your system, the action of deleting resources may move them into this state but retain them within ResourceSpace or may irretrievably remove them from the system.


There are four access modes which resources can be given, these are defined by the system and cannot be modified except by using the language options.

  1. Open: everyone can see and download
  2. Restricted: everyone can see but download is restricted.
  3. Confidential: nobody can see except administrators
  4. Custom: you can choose from any of the above status on a per user group basis, so that different groups may have different levels of access to the resource.