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In order for a user to have the ability of request the download of an asset, they need to have the roles ‘Asset_Can_Download', ‘Business_Workflow_Instance_View' and ‘Business_Workflow_Instance_Transition'. They also need the download qualities as they normally would, if download approval wasn’t enabled.The business
As of Media Manager 5.4, workflow functionality, including Download Approval, is under feature flag. For more information, go to MM5.4 Feature flags
The workflow used for the approval process needs to fulfill all of the following conditions:
It needs at least three stages. One for “Pending”, one for “Approved”, and one for “Denied“. We advise you to call them this for maintainability, however, it’s not required.
The first transition needs to at least have the constraint “Only Instance Owner Can TransitionAny user can transition“, else the users will get an error when they try to instantiate. (For admins, we have a role to bypass this “Only Instance OwnerSpecific user…“ constraint, and it’s called “Business_Workflow_General_Transition_Executor“. Again, only assign this to admins, as all “Only…“ constraints will be bypassed with this.)
We allow for other constraints on this first transition. Some set up “input constraints“, which are data the requester will be asked to fill out to request a transition.
The currently supported input constraints are: String, Int, and Date. Below is an image of how String and Date look for the end user
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Some people add onto this base design, and for example allow for a appeal of a request - which would look like the following:
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Configuration
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To do this part, make sure that you have set up a download approval workflow. |
In MM5, navigate to the Settings pages, and select the option “Download approval“ from the left side menu.
In the newly opened page you can enable the download request approval and select which business workflow to be used for the approval process.
On this page, you can configure whether it should be enabled, which business workflow it should use as its foundation, and optionally choose whether certain formats should be whitelisted - and - optionally choose if a metadata field should control whether whole assets should be whitelisted for download. (See image below)
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Bypassing download approval
There are three four ways of bypassing download approval when it’s enabled.
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2. Bypass based on media formats
The last option for bypassing is to With this you can select certain formats that can always be downloaded, of course, only as long as the users have the proper download qualities and roles.
Again, access the approval settings page, and in the option ‘Media formats' select the media format(s) you’d like not to receive download requests for.
3.
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Bypass based on a role
Add the role 'Download_Approval_Bypass' to a user or a group. This will grant the affected user(s) the ability to bypass all download approval restrictions.
4. Bypass based on groups or users (Content Owner)
This allows users or groups to bypass the download approval process for certain assets.
The difference between this and “Bypass based on a role“, is that with the role, all assets would be downloadable.
Please be aware that, the person who is entrusted with the ability to bypass the download, will also need to have read access to the MasterItemReference field which is used to determine who can bypass download. However, this field may be hidden.
Require download approval
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Below are shown the 8 valid scenarios which you can configure the download request.
All users have to request all assets | Metafield = Any |
All users have to request all assets except selected assets | Metafield = Bypass |
All users have to request all assets except for selected formats | Metafield = Any |
All users have to request all assets except selected assets and selected formats | Metafield = Bypass |
No users have to request any assets | Disable download request altogether |
No users have to request any assets except selected assets | Metafield = Require |
No users have to request any assets except selected formats | Metafield = Bypass |
No users have to request any assets except selected assets and selected formats | Metafield = Require |
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Please be aware that this does not into consideration that there is the bypass role “Download_Approval_Bypass “ which, as previously stated, will disregard any download restrictions you have in place. |
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Dynamic stage owner assignment
When the user sets up a business workflow, the editing of a stage allows to assign tasks either automatically or dynamically. The following options are possible:
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Dynamic stage assignment of owner is a functionality created for the systems where each asset has a content owner in mind. In order for this to be configured there needs to be a metadata field with the following properties:
This is how the resulting field will look like in Media Manager: |
Please note that the stage assignee needs to have the role Business_Workflow_Instance_View in order to access the task list.
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