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2.21.1 Automations
With this feature, the user can build custom automations that automates repetitive work.
Automations consist of the following elements:
Triggers
A trigger defines the start of the automation and there can be more than one trigger, i.e. possibly multiple entry points to the automation. A trigger can be one of the many events in the solution, such as an asset being uploaded, metadata being changed or on a timer interval.Filters
Filters are used to narrow down possibilities and ensure the action is taken only for the desired case and multiple filters can be applied. A possible filter could be for example validating that a certain value is selected in a combo, or validating the user provided value against a RegEx, or even validating the date against a predefined date.Actions
Actions are automated work steps that the system can perform and there can be more than one action in the automation. Actions that can be taken range from publishing or unpublishing assets to setting access rights and executing searches.
Automations are created and modified by user with high level of clearance (usually a consultant at Digizuite). Specifically, it is the user with the role Can_Edit_Automation_Workflows.
Options available for automation, such as creating or modifying them, are available in the Automation section under Settings menu on the right side of the top bar.
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The overview of events (information and errors) related to active automations can be accessed in Logs section under the same Settings menu.
More information can be accessed in the DAM Center User Guide: section Digizuite™ DAM Center 5 → DC 5.4.0 → DC 5.4.0 4 Configuration → DC 5.4.0 4.10 Automation Workflows.
2.21.2 Workflows
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 graphic (flow mode) and text forms (text mode):.
This image shows a basic request workflow, in flow mode, where the things being requested could be e.g. the download of an asset, or the publishing of an asset.:
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The below image shows fragments of the same workflow as the image above. This, however, shows the code behind. This mode is called flow mode.:
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To access workflows, press the Settings button in the top right corner, and enter Workflows.
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From here you’ll get access to edit and delete existing workflows, or creating new ones.
Creating and editing workflows
Creating a new workflow
In order to create a new workflow, click the Create button in the upper area of the Workflows section, and then choose between one of two options:
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When the user selects the option to create a new workflow, they can the most common method would be to either make a completely new workflow from the scratch or select a template or use one of the pre-existing ones from the system. Creating as a base for a new one. It is also possible to create a workflow from DSL is a useful option, when . Here the user wants to can quickly copy and paste an existing workflow in the coded text form of another workflow, either for example from the current Media Manager or another environmentdocumentation.
Creating new workflow
Selecting Create new workflow will prompt a new modal, where the user should type the name of a new workflow and choose one of the templates (if available). What’s understood as “templates” here are other existing workflows that can be used as a base for creating new ones.
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In case of creating workflows manually from scratch, once in the workflow edit area, the user begins creating a workflow by clicking Add first stage button. The following stages are added by clicking the dot at the bottom of stage and dragging the line to the next stage, while holding the mousecursor.
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The user is now ready to start editing the transitions and stages.
Editing transitions
In order to edit a transition, the user needs to hover the mouse point cursor over one of them which will prompt the appearance of a transition menu. From here the user can either edit the transition or delete it.
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Additionally, the user can click on the top area of a constraint box in order to collapse or expand it. This is how collapsed constraints look:
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Editing stages
The user can edit a stage by hovering the mouse pointer over it, clicking on the three dots and then selecting Edit.
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Changing the name of the stage
Changing the name of the unique ID
Adding a description
Indicating whether the stage completes the workflow
Indicating relevant meta fields
Assigning a stage owner (automatically or dynamically)
Adding labels
Automatic/dynamic assignment of a stage owner
The stage owner is a user or user group who gets a particular stage in the workflow assigned. As a consequence they receive a task related to that stage and will need to take an action, such as approving or denying download request.
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Once the workflow is fully defined, the user should click Save button in the upper right corner of the workflow edition area.
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Tasks
Tasks can be accessed by clicking the Tasks icon on the right side of the top bar.
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The details of the task are opened in the right-side panel after clicking on it once.
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At the top of the newly-opened panel there are basic information concerning the task (the name of the workflow and its current status), the option to delete the task as well as a button that opens a drop down with available actions. In the lower part of the panel there are several tabs with additional content that the user can review the details of the task, see which assets it concerns and take an action.
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Use cases
(to come)
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Old content for reference below, will be deleted:
The following workflows are currently supported in the system:
Request download
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The limited users have the ability to request the ability to download specific assets. The user who the approval task is assigned to receives then an ability to either approve or reject the request after reviewing the information provided by the requesting user.
More information can be accessed in the Media Manager 5 User Guide: section Digizuite™ Media Manager 5 → MM5.4.0 → MM5.4.0 User Guide → MM5.4.0 2 Use of the product → MM5.4.0 2.6 Download.
Approve publication
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This workflow is a combination of automations and ordinary workflows. A trigger (for example asset upload) initiates a workflow. The task then goes to the assigned user that can either approve or reject the publication of a new assetswitch between:
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 related to upload constraints)
Comments (used for the direct communication between users involved in the same workflow and between users with access to other users' tasks)
The tabs that do not contain any information are greyed out and cannot be accessed.