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Roles
The Request Download Approval features introduces 2 new roles:
Download_Approval_Admin - gives a user the ability to modify the request download approval configurations
Download_Approval_Bypass - allows a user to download an asset, bypassing the approval process
Prerequisites
In order for a user to have the ability of request the download of an asset, they need to have the roles ‘Asset_Can_Download' and ‘Business_Workflow_Instance_Transition'. They also need the download qualities as they normally would, if download approval wasn’t enabled.
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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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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. 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.
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.
Combining the metafield and media formats
Below are shown the 8 valid scenarios which you can configure the download request.
All users have to request all assets | Metafield = Any |
All users have to request all assets except selected assets | Metafield = Bypass |
All users have to request all assets except for selected formats | Metafield = Any |
All users have to request all assets except selected assets and selected formats | Metafield = Bypass |
No users have to request any assets | Disable download request altogether |
No users have to request any assets except selected assets | Metafield = Require |
No users have to request any assets except selected formats | Metafield = Bypass |
No users have to request any assets except selected assets and selected formats | Metafield = Require |
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Above it just says “Selected formats“. This is just to indicate that one or more media formats can be set here. I.e. the Selected formats is just a placeholder. The place where it says “Bit field“, it is recommended that you have the name of the bit field to match up with the setting you’ve set in the metafield. E.g. if you have metafield = Require approval, then the bit field should also be named “Require approval“ |
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.
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Once the asset has been approved, the user will be able to download the requested assets in all the formats that the user has access to.
Dynamic stage owner assignment
When the user sets up a business workflow, the editing of a stage allows to assign tasks either automatically or dynamically. The following options are possible:
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Dynamic stage assignment of owner is a functionality created for the systems where each asset has a content owner in mind. In order for this to be configured there needs to be a metadata field with the following properties:
This is how the resulting field will look like in Media Manager: |
Please note that the stage assignee needs to have the role Business_Workflow_Instance_View in order to access the task list.
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