Keep projects distinct
Use the active workspace, folders and tags to separate client material from internal drafts. The dashboard shows the controls available to the current role.
Client files and delivery
Keep client media separated from the handoff
An agency needs more than a place to upload a final image. The important distinction is which client workspace holds the file, who can review it and whether the recipient needs a preview page, a protected link or the file URL for delivery.
The workflow
From client workspace to approved handoff
The practical question is what happens after the file is selected. These steps show where the asset, link and recipient fit together.
- 1
Select the client space
Switch to the workspace used for the client project, or create one when the account exposes that control. Confirm the active workspace before uploading so the asset does not land in the wrong project.
- 2
Invite the working team
Where team controls are available, invite internal collaborators and assign one of the roles shown by the dashboard. Check the available seats and role permissions instead of assuming every client has a separate space.
- 3
Prepare the deliverable
Upload the supported image, PDF, video, audio or general file. Image and PDF tools can provide additional outputs when those tools and the account support the requested operation.
- 4
Choose the handoff
Send a share page for a client preview, or copy a direct URL or download link for an approved deliverable. Password or expiry settings can add a boundary when they are available for the asset.
Product detail
Client separation is a working habit, not a promise of automation
A separate workspace can make ownership clearer, but the agency still needs to select it and check permissions. Media2URL supplies the asset and link controls; it does not create a finished approval portal for every client.
Use roles deliberately
Team workspaces expose roles such as Owner, Admin, Editor and Viewer where the account supports them. Assign only the access needed for the project and review the member list when the project closes.
Preview before delivery
A share page lets a client view the hosted file in the browser when the format is previewable. A direct file URL or download link is the clearer choice for a final asset that must be saved elsewhere.
Use a custom hostname only when eligible
Custom delivery domains are a Business-plan feature with DNS verification. They are not a default client-workspace setting and do not configure DNS on the agency’s behalf.
Practical use
Agency handoffs that need different link types
Concept review
Send a share page for a draft image or PDF so the client can inspect the preview without receiving a raw attachment first.
Final asset delivery
Copy the direct URL or download link for an approved image, document or video when the client is ready to move it into another system.
Restricted preview
Apply the available password, unlisted or expiry setting to a review asset, then confirm the setting in the asset panel before sending it.
Project closeout
Remove or change access from the dashboard when the review ends, while keeping the source asset only as long as the agency’s own retention process requires.
Before you rely on it
Check these details before promising a client workflow
- A workspace is not proof that every client automatically receives an isolated portal.
- Team seats, invitations and roles depend on the account configuration.
- Private, password and expiry settings are selected-plan controls and may not appear for every asset.
- Media2URL does not provide a complete client approval system or guarantee URL preservation after every replacement.
Questions about this workflow
Frequently asked questions
The dashboard can expose workspace creation and switching for signed-in accounts, but availability and seats depend on the account. Confirm the current team controls before promising one workspace per client.
A share page is usually the clearest review handoff because it gives the recipient a browser preview. Use a direct URL or download link after the client is ready to receive the file itself.
Password and other access controls are available on selected plans and in supported asset workflows. The link settings shown in the dashboard determine what can be applied.
No. A verified custom hostname can be used for eligible delivery links, but it does not create a full white-label approval portal or configure DNS automatically.
Continue with a related workflow
Use another page when the next step needs a different file type, workspace control or sharing mode.
Product controls and plan availability can change. The active dashboard remains the source of truth for your account.