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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.
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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
In the end, your download request workflow should look something like the following:
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Some people add onto this base design, and for example allow for a appeal of a request - which would look like the following:
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Configuration
In MM5, navigate to the Settings pages, and select the option “Download approval“ from the left side menu.
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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.
Setting up users to be able to initiate download requests
In order to enable users who could previously download to still be able to download after you enable download requests, said users need some additional roles to start requesting.
The users already have “Asset_Can_Download” and the necessary download qualities configured, which is good as this is still needed.
They’ll need the following two roles added to them additionally “Business_Workflow_Instance_Transition“ and “Business_Workflow_Instance_View“.
Now, they’ll see the following “Request download“ the first time they download an asset
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Once the asset has been approved, the user will be able to download all the formats for this asset.