Table of Contents
GDPR consent workflow
17. June 2025
Table of Contents
Note: This topic is superseded by the new tools for obtaining usage consent. Please see the Usage Consent workflow topic for details on how the bespoke usage consent features can be used.
GDPR consent workflow
The GDPR workflow is comprised of several elements: 1) an action that lets a user assign Consent for different types of use to a selection of assets, 2) visual markers that indicate the type of consent given, and 3) a taxonomy that lets users filter assets by their type of approved usage.
Action: Grant Consent
- Select some assets and run the Grant Consent action
- Set the Consent Status (Approved/Missing/Not Needed)
- Choose the types of use for which consent is given by choosing one or more values from the taxonomy
- Choose the names or id's of people portrayed in the picture
- Optionally set an expiry date, at which point the image may no longer be used. Once the expiry date is due, the thumbnail in Fotoware will be surrounded by a red frame to indicate that the asset cannot be used.
The Consent for Use types are defined in a taxonomy, and only Fotoware Editors can change these values. This way, other users on the system may only pick from the available values but not create new ones.
Notes:
Adding a value to the taxonomy also updates the navigation taxonomy in the archive. (See sub point 3 below.) Also, because there is a correlation between the values in this list and the visual markers that are displayed on assets that have been approved, you need to remember to create a corresponding marker to match whatever new value you add to the taxonomy. Default values are Internal, Website, Marketing, and Print.
Markers: Consent Type
Individual markers are shown for Internal, Marketing Website, Print, and Social Media. The screenshot below shows a photo for which Internal and Social media are selected.
Marker: Consent Expired
When an asset's expiry date is reached, the thumbnail and preview background turn red. Note that the marker is configured so that assets that expire today are still valid for use, while assets that expired the day before today (or earlier) go red.
Marker: Missing Consent
If an asset's Consent Status field is blank or set to Missing, a red x will appear on the thumbnail and preview alongside a red info marker in the top right-hand corner to indicate that the asset may not be used until the consent has been properly obtained.
Consent Taxonomies - Used to filter archive content
Two taxonomies are available. A taxonomy is available in the Photos archive to let you find assets that are approved - Consent Status lets you filter assets by whether consent is given, while Consent for use lets you filter by the types of usage permitted. These two taxonomies can be combined to find, for example, assets for which consent has been obtained and which can be used in Social Media. (Taxonomy content may change after the screenshot is taken.)
Note: As explained above, this taxonomy is used to filter the archive contents and when assigning approval status. Therefore, if you choose to add a new value, you also need to configure a marker that reflects the new value. This can be done by cloning an existing approval status marker and changing its name, description, and condition in the site configuration.
