Table of Contents

General information

Unlike automations, which is for automating away repetitive work, the purpose of workflows is to support collaboration between users, by standardizing business processes. Therefore, workflows require user interaction in order to advance.

An example of such a standardized business process can be found below - both in a graphic form (flow mode) and a text form (text mode).

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Definitions:

Workflow or Business Workflow – the sequence of steps involved in moving from the beginning to the end of a working process. In the context of Digizuite, a Workflow is applied to one or more assets managed by the software to ensure business rules are followed.
Flow Mode – A graphic representation of an individual Workflow.
Text Mode – The underlying “code” that defines the steps of a Workflow.

General information

Workflows are different from Automations in Digizuite.

While an Automation is a global process that is applied to any asset that meets the criteria defined in an Automation, a Workflow is assigned to one or more assets that provide compliance and uniformity for that set of assets.

The purpose of Workflows in Digizuite Media Manager is to provide a configurable mechanism that will allow the creation standardized processes specific to each Digizuite customer.

Examples of where a Workflow could be used would be:

· Collaboration between users by sending email notifications when one step has completed and another user should start their task within the business process.

· Enforce compliance of the business, regulatory and/or other requirements and processes specific to one or more assets that need to be followed for business reasons.

Below is an example of a business workflow in both display modes; Flow Mode (graphic version ) and a Text Mode (text screenshot).

Flow mode:

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Text mode: The image below shows a cut-out of the same workflow as the image above. This, however, shows the code behind.

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Scenario	Configuration	Explanation
There is no stage owner.	Set Stage Assignment Behavior to “Unassigned”. Image RemovedImage Added	This option should be used for the stages where no users or groups should be assigned. An example of this could be that your task has reached an end state, e.g. a download request has been approved. No further action is needed here, and thus no one should be assigned.
The stage owner is a user.	Set Stage Assignment Behavior to “Assign to a user”. In the new field below select the stage owner from the provided list.	This option should be used for stages that should be assigned to a specific user. All the available users are presented in the drop-down list.
The stage owner is a group.	Set Stage Assignment Behavior to “Assign to a group”. In the new field below select the stage owner from the provided list.	This option should be used for stages that should be assigned to a specific group. All the available groups are presented in the drop-down list.
The stage owner is the instance owner.	Set Stage Assignment Behavior to “Assign to the instance owner”.	This option should be selected, if the stage needs to be assigned to the user who initiated the event. An example of this is, that you have an asset approval workflow, where the uploading user needs to fill in some metadata or input constraints before the approver is assigned. As uploading cannot be “constrained“, the first stage you create must be assigned to the instance owner, to ensure that (s)he fulfills the metadata/input constraints before sending it onwards.
Current user or group remains as the stage owner.	Set Stage Assignment Behavior to “Keep current user or group”.	Use this if you wish to retain the assignment set in the previous stage(s).
The stage owner is assigned by what’s set in a metafield.	Set Assign from Metafield to the correct MasterItemReference type metadata field from the list.	This option allows for more flexibility when assigning, as this gives the ability to assign users and groups based on a value set in a metafield. A use case could be a situation in which each asset has an owner who is responsible for what happens with this particular asset (like a photographer). Having the ability to link an asset with a user or group, allows for easy ownership assignment. Please note that “assign from metafield” only works, when there is only one asset in the task. If the “assign from metafield” fails because there are multiple assets in the task - or because the indicated metadata field is empty, the automatic stage assignment will be the fallback. This is why the user needs to configure both options.