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It needs 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.
The first transition needs to at least have the constraint “Only Instance Owner Can Transition“, else the users will get an error when they try to instantiate. (For admins, we have a role to bypass this “Only Instance Owner…“ constraint, and it’s called “Business_Workflow_General_Transition_Executor“. Again, only assign this to admins, as all “Only…“ constraints will be bypassed with this.)
We allow for other constraints on this first transition. Some set up “input constraints“, which are data the requestor will be asked to fill out to request a transition.
The currently supported input constraints are: String, Int, and Date. Below is an image of how String and Date look for the end user
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There are three ways of bypassing download approval when it’s enabled.
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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.
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2. 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.
3. 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 restrictions.
Require download approval
Like we have the ability to bypass download approval, we also offer the inverse of this - which is the require download approval.
For this, we have two options:
1. Require based on a boolean metadata field
Setting require for metadata fields, will allow you to choose a boolean metadata field to listen for. If it set, all users need to request download for the affected asset.
2. Require based on media formats
Setting require for media formats, will have all assets' formats, but the selected format, downloadable without having to request.
Setting up users to be able to initiate download requests
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Once the asset has been approved, the user will be able to download all the formats for requested format of this asset only.