-

Old

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', ‘Business_Workflow_Instance_View', and ‘Business_Workflow_Instance_Transition'. They also need the download qualities (as they already did).

The workflow used for the approval process needs to fulfill all of the following conditions:

• 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 Specific User or User Group can transition“, else the users will get an error when they try to instantiate. (For admins, we have a role to bypass this “Only Specific user…“ 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.)

  Image RemovedImage Removed

• We allow for other constraints on this first transition. Some set up “input constraints“, which are data the requester 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

  Image Removed

In the end, your download request workflow should look something like the following:

...

Some people add onto this base design, and for example allow for a appeal of a request - which would look like the following:

...

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 the download request approval and select which workflow to be used for the approval process.

...

Download request workflow covers the steps in an asset life cycle concerning the use of the existing assets.

An example of a correctly configured download approval flow presented here consists of two stages. In the first stage, the administrator configures the download request workflow. It is here where the administrator can decide on all the criteria that limit the download of assets. The second stage is additional configuration in the general settings of the Media Manager. In some cases, it might be necessary to perform other configuration prior to setting up the workflow, for example creating additional metadata fields.

The following elements are required for a functional approval process:

• A workflow with the minimum of three stages: a pending stage, an approved stage and a rejected stage.

• Enabling the download request in the settings of the Media Manager.

All other elements are optional, though some might be heavily recommended, as it will indicated in the detailed descriptions of the stages below.

Part 1 Workflow

The basic download approval workflow consist of three stages: a pending stage, an approved stage and a rejected stage.

...

It is also, for example, possible to create a loop from the rejected stage back to the pending stage, if reconsideration should be possible (not included in this example of workflow configuration). For instance, if the reason for rejection is insufficient information provided by the requesting user, this can be fixed by communicating through the comments section of the task. If the conditions for approval are then met, the user responsible for the task can approve the previously rejected request.

Configuration:

Part 2 Settings

(notes: describe all the settings, include info about bypassing download approval, include require download approval, include the table about combining metadata fields and media formats)

After the workflow is correctly configured, it needs to be enabled before it takes into effect. In order to enable the workflow, the administrator needs to navigate to Settings → General settings → Download approval.

...

Here, the users needs to toggle the button for enabling approval of download requests, select the workflow from the drop-down list and specify the approved and denied stages.

All other options are optional and allow for greater flexibility of the download request functionality. Here, the administrator can choose:

• whether certain formats should be whitelisted or specifically require approval

• if a metadata field should control whether whole assets should be whitelisted or specifically require approval for download

• if there is a content owner who should never be required to request the download

...

• of the assets they are responsible for.

Bypassing download approval

...

1. Bypass based on a boolean metadata field

As mentioned earlier , on the download approval settings page, you have the option in the previous section of the page, there exists an option to select a boolean metadata field to determine, if an asset is opened up available to download 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)

This can be configured under Select metafield section of the settings by selecting the option Bypass approval and then specifying the metadata field.

2. Bypass based on media formats

With this you can 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 forIt is also possible to specify which media can always be downloaded by all users with the ability to download assets.

This can be configured under Media formats section of the settings by selecting the option Bypass approval for selected formats and then specifying one or more formats below.

3. Bypass based on a role

Add If the user or user group has the role 'Download_Approval_Bypass' to a user or a group. This , this will grant the affected user(s) the those users the ability to bypass all download approval restrictions.

4. Bypass based on groups or users (Content Owner)

This allows users or user groups to bypass the download approval process for certain assets.The difference between this and “Bypass based on a role“, is that with the role, all assets would be downloadableonly the assets they are responsible for.

Please be aware that , the person who is entrusted with the ability to bypass the download, will also need to have read access to the MasterItemReference field which is used to determine who can bypass the download. It is the same field as described in the information box “Dynamic stage owner assignment”. However, this field may be hidden.

Require download approval

Like we have Just like there is the ability to bypass download approval, we also offer the inverse reversal of this - which is the require requiring download approval only under certain circumstances.

For this, we have two optionsThere exist two possibilities:

1. Require based on a boolean metadata field

Setting require for metadata fields, will allow you to choose There exists an option to select a boolean metadata field to listen for. If it set, determine, if all users need to request download for the affected assetof a particular asset.

This can be configured under Select metafield section of the settings by selecting the option Require approval and then specifying the metadata field.

2. Require based on media formats

Setting require for media formats, will have all assets' formats, but the selected format, downloadable without having to requestIt is also possible to specify which media formats need to be requested before download by all users, despite their ability to download assets.

This can be configured under Media formats section of the settings by selecting the option Require approval for selected formats and then specifying one or more formats below.

Combining the metafield and media formats

...

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

...

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 workflow, the editing of a stage allows to assign tasks either automatically or dynamically. The following options are possible:

1. The task is assigned to a particular user (select “Assign to a user” option from Automatically Assign Stage, and then pick the user from a new drop-down list below).

2. The task is assigned to a particular user group (select “Assign to a user group” option from Automatically Assign Stage, and then pick the user group from a new drop-down list below).

3. The task is assigned to the workflow owner/instance owner (select “Assign to the instance owner” option from Automatically Assign Stage.

4. The task is assigned to an instance owner/content owner (select any option from Automatically Assign Stage as a fallback option, and then find the correct MasterItemReference metadata field from the menu under Dynamically Assign Stage field).

...