Messages, emails and actions

Resource Status & Access

Resource Status and Access are only available if you have the necessary permissions to set them.

Resource Status and access control how other users within ResourceSpace can interact with resources. The status field controls whether the resource can be found via metadata searching. The Access file controls who can make changes and download resources.


Certain Status' are only available to some users within ResourceSpace or are only able to access them in certain ways. There are 5 status' used within ResourceSpace:

  1. Pending Submission
  2. Pending Review
  3. Active
  4. Waiting to be Archived
  5. Archived

States 1 & 2 are pending entry to the ResourceSpace useable resource list. A resource in this state cannot be found by users other than the contributor and they can only access them through "My Contributions" (See Submission).

State 3 or "Active" state resources are available on the system to be used. They have been cleared 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 4 "Pending Archive" is for resources that have either been used too much or too little or are no longer relevant and therefore need to be removed from ResourceSpace. A resource can then be reviewed from this state to decide whether it should be archived or returned to active.

State 5 "Archived" is intended as a sort of graveyard for Resources. Users of the system won't be able to use these resources any longer but rather than them being deleted, you put them into archived state so they can be retrieved if needed. This is particularly useful if for instance you have resources that have been used extensively for a marketing campaign but you no longer wish to use them as they have been so over-used. If you put them into the archive state, you can remove them from circulation to prevent excessive use. After a suitable time, return them to the active status, allowing your great resource to be used again.


There are four access modes that can be set on resources, 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 admin
  4. Custom: you can set any of the above status for specific user groups, so that different groups may have different levels of access to the resources.