User approval workflow simplifies the process of approving new users when self-sign-up is enabled, as well as enables the creation of custom sign-up forms.

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

• An automation based on the “Business Workflow Stage Entered” trigger

• Enabling the self-sign-up in the DAM Center and Media Manager.

• The guest user has the role: Business_Workflow_View or Business_Workflow_Instance_View (or Business_Workflow_CRUD, but this is not recommended)

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The next part is about setting up an automation for manifesting the approval workflow, converting the approved sign-ups into actual user systems in the DAM Centerusers.

When a user has been approved in the workflow, the user in the system behind is not impacted. This requires what we call an “automation”.

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It is also recommended to set up a custom e-mail notification to the new user once they have been approved. For more information on how to create e-mail templates and how to configure sending them using automations, please refer to DC 5.5 Example - Sending https://digizuite.atlassian.net/wiki/spaces/DD/pages/3804631354/DC+6.0+Example+-+Sending+emails.

Part 3 Additional configuration in the

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Media Manager

In order for the user approval workflow to work, self-sign-up must be enabled in the DAM Center. This will enable new users to sign up for the system.

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This can be done selecting Administration → Portals → <portalname> → Configuration → Security

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The screenshot above also has another relevant field called “Template user for self-sign-up users”. The administrator can create a user template and then select it here. All the users approved through the workflow will receive a set of roles that come with that template user by default. It is possible later on to manually add and remove roles from the new user.

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If no further action is taken, the sign-up process will be generic and automatic. This is why another step is required: enabling the user approval workflow in the Media Manager. This can be done selecting Settings → General settings → Users Administration → Portals → <portalname> → Configuration → Security, and then selecting the correct workflow from the dropdown list.

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