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Resource Status & Access

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

Resource Status and Access are central to controlling how other users within ResourceSpace can interact with resources. The Status field determines whether the resource can be found via metadata searching. The Access field controls which users can edit and download resources.


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

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

Resources in states 1 & 2 are pending entry to the catalogue of usable resources in ResourceSpace. Resources in these states 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 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 4 "Pending Archive" is for resources that 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 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 delete them, they can be put into Archived state so they may be retrieved if needed. This can be useful if, for example, you have resources that have been used extensively for a marketing campaign but should now be rested. If placed into the Archive state, these are removed from circulation to prevent excessive use but after a suitable time may be returned to the Active state, allowing your great resource to be used again.


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.