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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)
Part 1 Workflow
The core part of the flow is setting up the workflow. It is in here that a system administrator can add new fields to the custom sign-up form and decide who should be responsible for approving new accounts.
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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 Center.
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Step | Configuration | Explanation |
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Business Workflow Stage Entered | Input(s) Workflow: select Select the correct user workflow from the dropdown list Stage Name: select Select the approved stage from that workflow from the dropdown list | Here, the administrator should indicate the preciously configured user approval workflow and then select at which stage the new user are approved, and therefore this automation should be triggered. |
Convert Member Item Id To Member Item Id | Inputs:Input(s) Member Item Id: @sourceItemIds Outputs: Output(s) Member Id: @memberid @memberId | Convert Member Item Ids are converted IDs into Member Ids, necessary for the approval processIDs. A requirement for the next step as it only accepts Member IDs. |
Approve Member | Input(s) Member Id: @memberid @memberId Approved: checkedChecked | The newly created user is approved in the DAM Center and therefore can log in and start using the system. |
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In order for the user approval workflow to work, it is necessary to enable 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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In the The screenshot above there is 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, and then selecting the correct workflow from the dropdown list.
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