New features in Business Workflows
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Improved experience with Business Workflows
Release 5.4.0 brings several changes in the Business Workflows meant to improve the user experience:
The users can now receive notifications when a new task is assigned to them.
Overview for automation and workflows is now separate. Automations and workflows now have their own areas. where users can both preview the available workflows and create new ones. They both can be found under Settings. Thanks to this working with these functionalities is now more intuitive.
The button for deleting stages/transitions was moved to a more discreet place in order to achieve a cleaner look for the stage/transition editor.
It is now easier to access transition editor. Once the user hovers a mouse pointer over a transition, it gets highlighted and a new menu appears. From here the user can open the editor or delete a transition.
Metadata constraints
From version 5.4.0 the workflow administrators have much more flexibility in terms of setting up constraints, while editing transitions in a business workflow. The new field selector is intuitive and only shows the relevant metadata fields based on the selection made for the constraint.
One example of the many possible use cases is the situation in which the value input by the user who requests to download an asset is compared with a specific metadata field. If the user’s value matches the value in that metafield, the request is approved automatically.
Attachments on constraints (file constraints)
The second new type of constraint in transitions is file constraint. The workflow administrators can now set up uploading a file as one of the requirements when requesting asset download. This can be e.g. a consent form in a strictly specified format such as pdf document.
New features and improvements in the task list
It is now easier to work with tasks thanks to three different improvements:
pagination was added to the task list
it is now possible to sort the tasks
on the right side of the screen the users can now access a variety of filters.
Enhanced task details (from version 5.4.1)
As the versatility of workflows grows with each version, we accounted for their increased capabilities by enhancing the design of the task details view. Upon clicking on a task, the user is presented with a module containing several tabs that can be accessed as long as they have information in them:
Summary - who created the task, the date of creation, promoted input constraints as well as a short summary of assets, attachments and comments.
Details - information concerning all input constraints apart from attachments.
Assets - all assets the task concerns in either box view or list view.
Attachments - attached files.
Comments - all comments made for the task.
NOTE!
The Workflows feature is intended for early adopters and is hidden behind a feature flag.
Enhancements in Download Request
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New settings with more flexibility in terms which asset are subject to download request
Media Manager 5.4.0 introduces more flexibility in terms of which assets and media formats need to be requested for download and which of them don’t have such a requirement. Based on the concept of whitelisting and blacklisting, it is now possible to achieve one of following scenarios, all easily changed in the settings:
Most assets in the system should require download request, but there should be some exceptions of assets that should should be freely downloaded. In this case, download request is a default option and the latter category is whitelisted.
Most assets in the system should be freely downloaded by the users, with the exceptions of some assets that can only be downloaded upon request. In this case, free assets download is the default option, but some assets are blacklisted.
Most media formats of an asset should require download request, but some formats can be downloaded freely. An example of this could be allowing free download of only the lowest possible resolution of an image or a video.
Most media formats of an assets can be freely downloaded by the users, but some selected ones are blacklisted in the settings and therefore require download request. An example of this could be allowing the users to download an image or a video in its highest quality only upon request.
Dynamic assignment
There is not more flexibility in terms of who will handle the download requests. This feature is a response to customer demand and it’s especially valuable in the systems, where different assets have different users responsible for them and in power of making decisions related to those assets. In this case, if configured in the settings of Media Manager, the download request will be assigned to the correct content owner.
Status over the download requests
From now on it’s not a requirement for the users to be workflow administrators to see the task list. While workflow administrators can see the list of tasks assigned to them, other users can track the status of their previous download requests on their own task list.
New and improved menu for settings
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The settings menu was completely re-designed in version 5.4. From now all the settings and relevant system information can be found in one place: under the cogwheel in the upper right corner of the top bar. The following areas are included:
General settings: the place where the system administrator can, among others, change the theming and logo, set up the single sign-on or change the way the download approval works.
Automation: the section in which the user can configure and preview automated jobs.
Workflows: the section in which the user can configure and preview workflows.
Logs: the section where the user can access the system logs.
DigiBatch status: the section where the user can preview the details of system jobs.
System monitoring: this menu item gives access to the monitoring dashboard.
UI enhancements
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Improved experience with editing metadata
We addressed the feedback from the users who were in doubt, whether they can leave the metadata editor after saving the changes, especially in case of multi edit, when the saving process can take longer time. This is why from now on, when the user hits Save, a notification will appear in the lower right corner, informing the user that it’s safe to leave and continue with other work in Media Manager.
UI improvements
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Changes in Workflows
Workflows is a functionality that was introduced in a beta form from Media Manager 5.3 and improved upon in Media Manager 5.4. For the features introduced in those versions, please refer to MM5.3.0 Major new features and MM5.4 Major new features .
Workflow editor
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There are several design-related changes made to the Workflow editor in order to make the experience of working with it more user-friendly, intuitive and visually appealing.
First of all, we have introduced a number of UI-related changes, both to accommodate new features and to make the Workflow editor easier to understand. These involve, among others:
The ability to edit the names of stages and transitions only in the right-hand edit panel
The ability to open the edit panel by simply clicking on a stage or transition
More user-friendly naming of several elements in the editor.
Moreover, metadata for transitions are now fully implemented. The following types of metadata constraints are supported:
IsEmptyMetaField | Bit Metadata Constraint | Combo Metadata Constraint | Datetime Metadata Constraint | Edit Combo Metadata Constraint |
Edit Multi Combo Metadata Constraint | Float Metadata Constraint | Int Metadata Constraint | Link Metadata Constraint | Multi Combo Metadata Constraint |
Note Metadata Constraint | String Metadata Constraint | Tree Metadata Constraint |
It is also possible to configure metadata fields on stages. With this, the user who is assigned to a task can view the metadata relevant for the task, in the task details module.
Furthermore, we have made a functional addition to the way the upload constraints work by introducing so-called “secret attachments”. Secret attachments are meant for sensitive material (like, for example, a consent form) which will only be visible to key individuals you’ve decided. This means that even though other users have access rights to the task, these other users will not be able to actually see the secret attachment, as they’re missing the role to do so.
Overall, all users will fall in either one of the following categories:
They cannot see any attachments
They can only see ordinary attachments
They can see all attachments, i.e. including those marked as “sensitive”.
Last but not least, the labels used to visually represent the Workflow stages are now customizable. Users can either choose one of the standard labels or create a new one by selecting a icon and color from the list.
Task list
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The most pronounced new functionality related to the task list, is the ability to view tasks either in the list view or as a collection of cards in the card view.
With this, users will benefit from the distinct advantages of each view type. When using the list view, it is possible to see more tasks at the same time, which might be especially useful when you, for example, select multiple tasks for a transition. Conversely, when using the card view, the user will be able to get a comprehensive overview of which assets are linked to the task, meaning that you don’t have to waste time with accessing the task’s details page.
In addition to this, the data in the task list have been enriched with the following:
The task list icon/color
The name and badge of the instance owner
The created date
The current stage.
Lastly, we’ve added the ability to transition multiple tasks at once. The approving user can now select multiple tasks at once and then take an action on all of them in one fell swoop. In order to be able to do this, all of the selected tasks need to belong to the same Workflow and be at the same stage.
The are also several smaller changes introduced:
The task details view can be closed with an “X” on the module or by pressing “Esc” on the keyboard
After transitioning, a confirmation notification appears in the lower right corner
In the filter panel, you now have the ability to search for tasks by their names
When the system is configured to show assets in infinite scrolling mode, the task list will also utilize infinite scrolling.
More flexibility when using the Download Request Workflow
We have introduced a new functionality, timed transitions, in order to support the approval expiry in Download Request Workflows. Thanks to this, it is now possible to configure the deadline for the requesting user to download the assets that have been approved for this purpose. This can be configured either as a specific date (e.g. May 20th, 2021) or time period (e.g. 14 days).
Until version 5.4, users were only able to request one single variant of an asset at a time. As of version 5.5 we support two additional scenarios.
First of all, users can make several requests of one asset at a time.
Secondly, the users can request multiple assets at once.
New use case: Custom Signup Workflow
We support a new use for the Workflow functionality, requested by our users. It is now possible to create a custom signup form. It is up to the administrator to create the workflow, and fill in what type of information a person requesting a Media Manager user has to provide.
The signup request is then submitted as a workflow task that can be either approved or rejected.
This type of workflow would usually be combined with automations in order to handle further related tasks, such as providing newly-approved users with the correct roles.
UI/UX enhancements
The cropping tool
Until now all cropped images inherited the name of the original asset. This often caused confusion when multiple crops of an asset all appeared under the same name in the Related assets section. Now the name of the selected cropping preset will be displayed to make working with multiple versions of an asset much easier.
User collaboration
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It will now be easier to access the section for comments and annotations. The user can now click on Comments shortcut available on the list of actions on the asset card. This will take them directly into the asset’s commenting section.
Moreover, the timestamps of past comments are now more accurate. While the time of the comments remains approximate at first glance, an accurate timestamp will be displayed upon hovering the mouse pointer over it.
Working with multiple assets
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When users prepare the selection of multiple assets, they can now continue working with the unselected assets without cancelling their selection. For example, a user who meticulously selected assets for multi-edit from multiple different pages in the Media Manager can safely download an asset that’s not the part of that tasks without losing the selection pool.
Quality-of-life improvement in metadata editor
We have replaced the Cancel button in the metadata editor with Discard to make the experience of working with metadata more intuitive.
Profile and settings
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(1) We have now improved the section for changing profile information. It is no longer necessary to write the email address of the user twice.
(2) We have introduced a new section in the Settings menu, concerning configuration. The first functionality that can be configured here is the ability to add and edit email templates.
The user with the highest administrative clearance can now edit email templates directly from the Media Manager. The templates can be found under Settings → ConfigManager. The templates created here can be used, among others, in setting up automations, where one of the desired outcomes is for the system to send an email to a user.
For more information concerning email templates, please refer to DC 5.5 Major new features
(3) There is also a new section under the General settings sub-menu: Users. Here, the administrator of the system can enable the previously mentioned Custom Signup Workflow.