2.21.1 Automated Workflows
With this feature, the user can build custom automation flows that automates repetitive work.
Automated workflows consist of the following elements:
Triggers
A trigger defines the start of the workflow and there can be more than one trigger, i.e. possibly multiple entry points to the workflow. A trigger can be one of the many events in the solution, such as an asset being uploaded, metadata being changed or on a timer interval.Filters
Filters are used to narrow down possibilities and ensure the action is taken only for the desired case and multiple filters can be applied. A possible filter could be for example validating that a certain value is selected in a combo, or validating the user provided value against a RegEx, or even validating the date against a predefined date.Actions
Actions are automated work steps that the system can perform and there can be more than one action in the workflow. Actions that can be taken range from publishing or unpublishing assets to setting access rights and executing searches.
Automation workflows are set up by administrative user with he high level of clearance (usually a consultant at Digizuite).
More information can be accessed in the DAM Center User Guide: section Digizuite™ DAM Center 5 → DC 5.3.0 → DC 5.3.0 4 Configuration → DC 5.3.0 4.10 Automation Workflows (DC 5.3.0 4.10 Automation Workflows ).
2.21.2 Business Workflows
Unlike Automation Workflows, the
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purpose of Business Workflows is to support different use cases of collaboration between users, and therefore they involve actions taken by the users to advance the workflow. A business process underlaying a workflow is presented in a graphic form.
This is an example of a Business Workflow:
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All the options related to workflows (both
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automation and business) can be accessed from
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Workflows menu in the top panel.
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The
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Workflows menu has the following sections:
Workflow overview: it shows the list of all created workflows,
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together with the ability to view, create and edit them,
Logs: the overview of events (information and errors) related to active workflows,
Job Status: the overview of jobs related to active workflows, with the possibility of filtering by such criteria as asset, status or user,
DigiBatch job status: the overview of the events in the system, pertaining e.g. asset upload,
Tasks: the overview of tasks assigned to the user.
Creating and editing business workflows
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In order to create a new Business Workflow, the user needs to click Create button in the upper area of the Workflow overview section
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, then Business workflow, and finally choose between one of two options:
Add new workflow
Create workflow from DSL.
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Selecting Add new workflow will prompt a new window, where the user should type the name of a new workflow
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and choose one of the templates (if available).
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Once the information is filled out, the workflow edit area becomes available
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When the user selects the option to create a new workflow, they can either make a completely new workflow from the scratch or select one of the pre-existing ones from the system. Creating a workflow from DSL is a useful option, when the user wants to copy and paste an existing workflow in the coded form, either from the current Media Manager or another environment.
In case of creating workflows manually from scratch, once in the workflow working area, the user begins creating a workflow by clicking Add first stage button. The following stages are added by clicking the dot at the bottom of stage and dragging the line to the next stage, while holding the mouse.
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The user can then edit both transitions and stages.
Editing transitions
In order to edit a transition, the user needs to hover the mouse point over one of them which will prompt the appearance of a transition menu. From here the user can either edit the transition or delete it.
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Selecting Edit will open an editing area on the left side of the screen.
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The following editing options are available for transitions:
changing the name of the transition,
selecting between manual and automatic transition,
changing the name of the unique ID,
adding a description,
adding constraints.
If the user is in doubt about what kind of information should be filled out in specific fields, hovering over a question mark next to it will prompt an explanation.
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Constraints are the fields that user needs to fill out when requesting a download for an asset. This can be for example the name of requesting user or reason for download request. There are two major types of constraints available in the system:
ordinary constraints
metadata constraints
file constraints.
In order to add a new constraint, the user needs to navigate to the tab Constraints and then click on the button Add new constraint.
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The next step is to select the correct option from the list of available constraint types.
Ordinary constraints | The following constraints are available:
This is an example of this type of constraint:  |
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Metadata constraints | This type of constraint gives the workflows administrator a great flexibility in terms of constraints as it allows to point to and interact with the metadata fields available in the customer’s Media Manager. This is an example of a metadata constraint:  |
File constraints | The user who makes a request will have to attach a file in the from specified by workflows administrator. |
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This could be e.g. a consent form.  |
Each constraint block has two icons in the upper left corner: one for removing the constraint, and the other for re-ordering the constraints.
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Editing stages
The user can change stage names, as well as edit both stages and transitions. The user can edit a stage by clicking on the three dots in the stage box (visible after hovering the mouse pointed over the stage) and selecting “edit”. The user can edit a transition by double-clicking it. In both cases, edit panel is opened on the right side of the workflow edition area.
The following editing options are available for stages:
changing the name of the stage
changing the name of the unique ID
Adding a description
Assigning a stage owner
defining the stage as a start stage
adding labels
adding a status for download approval.
The folowing editing options are available for transitions:
changing the name of the transition
changing the name of the unique ID
Adding constraints.
Constraints are the fields that user needs to fill out when requesting a download for an asset. This can be for example the name of requesting user or reason for download request. The following constraint types are currently supported:
text (a text area with limited number of characters)
text area (a longer text area)
date and time (it prompts a calendar, which the user can use to select a date)
Once the Business Workflow is fully defined, the user should click Save button in the upper right corner of the workflow edition area.
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Tasks
This area contains the overview of the tasks assigned to the user. Each task is defined by the workflow name, status and the created time and and date. The tasks can be sorted by time or name. The list can be refreshed with a refresh button without being forced to reload the page.
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The details of the task are opened in the right-side panel after clicking on it once. In the panel the user can review the details of the task, see which assets it concerns and take an action (approve or deny the request).
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Use cases
The following Business Workflows are currently supported in the system:
Request download
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The limited users have the ability to request the ability to download specific assets. The user who the approval task is assigned to receives then an ability to either approve or reject the request after reviewing the information provided by the requesting user.
More information can be accessed in the Media Manager 5 User Guide: section Digizuite™ Media Manager 5 → MM5.3.0 → MM5.3.0 User Guide → MM5.3.0 2 Use of the product → MM5.3.0 2.6 Download (MM5.
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Approve publication
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This workflow is a combination of automated and business workflows. A trigger (for example asset upload) intitiates a business workflow. The task then goes to the assigned user that can either approve or reject the publication of a new asset.