Understanding file states

A file in scoopa normaly goes through these states:

  • uploading

  • online

  • online & scheduled for archiving (when you archive an asset but it is not yet suited for immediate archiving)

  • archived

  • online (restored and optionally scheduled for archiving later)

Additionally there is a "upload failed" status.

Additional indicators

There can be additional labels behind a filename indicating:

  • a featured file (star icon - only visible for admins)

  • if you have downloaded the file already (green icon in the download-button and also an additional hint below the download-button)

Upload file

This article addresses the file upload by browser on There are 2 alternative ways to upload files to scoopa. Our scoopa Uploader App and our Direct-to-Cloud Ingest.

First you have to navigate to the folder you want to upload to. Please note that you cannot upload files to the root folder. In your desired folder, select "Add Files" and "Choose files" to select one or more files on your computer.

You can use the original filename or provide a new one (not available for selecting multiple files). Furthermore you may check if a notification should be sent for this particular upload.

You can cancel, pause and resume your upload anytime.

Available Options:

  • Auto-Archive after first billing period. Read more about cost-control here.

  • Direct-to-Archive for cost-effective upload direct to the archive-pricing tier. Learn more about Direct-to-Archive and our pricing tiers.

Preview & download file

There are special previews available for video-files, images and audio-files.

File preview from a user perspective.
File preview from a user perspective

For video-files there are two download-buttons available. "Download" will download the originally uploaded file, "Download Low-Res" will download the generated preview h264 file.

Video Preview.
Video Preview
Video-Preview Metadata.
Video-Preview Metadata

For Images there is only the original file available for download. Besides general meta-data, there is also IPTC meta-data extracted from the original if provided.


Edit file

You can edit a file by either clicking the edit-icon in the folder-listing (only visible on hover) or by going to the desired file and click the "edit"-button.

Once in edit-mode there are multiple areas to focus on depending on the asset. General Settings are available for all assets.

In General settings you can change the file name and notification settings.

You can also mark the file to be featured on the dashboards by checking "File is featured on the dashboard".

You can also add a file description and a copyright notice with our rich-text-editor.

You can also add meta-data to the asset:

  • Date (content-date in addition to the upload-date)

  • Keywords (comma separated keywords)

  • Tags (comma separated tags)

  • Taxonomies


You can change the file name at any time. This has no effect on previously generated links or notification mails.

For video-files you can also select a thumbnail for the preview from a set of 100 Images spread evenly over the runtime of the original asset.

Select a new thumbnail by clicking on an image. The currently selected image has a red border.

Delete file

In order to delete a file you can press the delete button inside a file. An alternative way is to select one or more files in a folder-listing and then press delete.

Folder listing with highlighted file and action icons.
Folder listing with highlighted file and action icons
Delete file dialogue.
Delete file dialogue

Every deletion must be confirmed by entering "DELETE" in the dialogue.

Move file

You can move files by pressing the move-button either from within a file or by selecting files in the folder-listing and selecting the move action-button.

Move file dialogue in the folder listing.
Move file dialogue in the folder listing
Move file dialogue in the file view.
Move file dialogue in the file view

After that you need to select the target folder and proceed.


Please note that moving a folder will not trigger any notifications in the target folder.

Archive & Restore

You can select files from a folder-listing and select the action "archive" or "restore". Another approach is to select "archive" or "restore" from within a file.

Let's start with archiving:

Archive Dialogue in folder listing.
Archive Dialogue in folder listing
Feedback for the archive-process.
Feedback for the archive-process
Archive dialogue in the file view.
Archive dialogue in the file view
Feedback from the archive-process with archive-date.
Feedback from the archive-process with archive-date

After confirming the archive-process, alle suitable assets will be archived immediately, and all non-suitable assets will be scheduled for archiving at the next possible date.

Why can't all files be archived immediately?

Please read our article about How files are counted against included storage to learn more about that.

Restoring files is a similar process. First you have to select the files you want to restore in a folder-listing, followed by selecting the time-period for restoring from the "Restore" drop-down menu. You can choose to keep files restored until the end of the current month (ensuring that you won't be billed again next month), for 7 days, 2 weeks, 1 month and 1 year and also forever (permanent restore). You can also restore from within a file.

Restore files from the restore drop-down menu.
Restore files from the restore drop-down menu
Confirmation of restore costs.
Confirmation of restore costs

Please be aware that for restoring files or folders you have to confirm that costs according to your subscription-plan will occur.


The trash gives you a quick overview about all the files and folders you deleted in the last 7 days. You can restore any file or folder by hovering over the item and select the blue restore-icon at the end.

In the restore-dialogue select the target folder for the restoration.

Restore dialogue.
Restore dialogue

You can also see the planned date when the files will be hard-deleted.