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In order for a user to have the ability of request the download of an asset, they need to have the roles ‘Asset‘Asset_Can_Download' and 'Business‘Business_Workflow_Instance_Transition'. They also need the download qualities as they normally would, if download approval wasn’t enabled.
The business workflow used for the approval process needs to fulfill all of the following conditions:
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It needs to have exactly 1 transition between the start stage and the following stage
It needs to have at least 1 stage containing a “global_status” propriety with one of the following values:
pending
approved
denied
at least three stages. One for “Pending”, one for “Approved”, and one for “Denied“. We advise you to call them this for maintainability, however, it’s not required.
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Configuration
In MM5, navigate to the Settings pages, and select the option “Download approval“ from the left side menu.
In the newly opened page you can enable /disable the download request approval and select which business workflow to be used for the approval process.
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On this page, you can configure whether it should be enabled, which business workflow it should use as its foundation, and optionally choose whether certain formats should be whitelisted - and - optionally choose if a metadata field should control whether whole assets should be whitelisted for download. (See image below)
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Bypassing download approval
There are three ways of bypassing download approval when it’s enabled.
1. Role
Add the role 'Download_Approval_Bypass' to a user or a group. This will grant the affected user(s) the ability to bypass all download approval
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It is possible to configure download approval so that it will not be required for assets that have a boolean metafield set to true.
Configuration of the metafield that dictates if the download can be bypassed can be done from the Download approval configuration page.
Bypass media formats
It is possible to configure download approval so that it will not be required for certain media formats.
Configuration of which formats that can be downloaded without approval can be done from the Download approval configuration pagerestrictions.
2. Bypass based on a boolean metadata field
As mentioned earlier, on the download approval settings page, you have the option select a boolean metadata field to determine if an asset is opened up for all who have the download role.
Simply, go to the download approval settings page, and in the option 'Select metafield' choose your boolean (bit) metadata field.
3. Bypass based on media formats
The last option for bypassing is to select certain formats that can always be downloaded, of course, only as long as the users have the proper download qualities and roles.
Again, access the approval settings page, and in the option ‘Media formats' select the media format(s) you’d like not to receive download requests for.