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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.

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.)

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  • 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

Info

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.

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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
Metafield data = [Empty]
Formats = Bypass
Formats data = [Empty]

All users have to request all assets except selected assets

Metafield = Bypass
Metafield data = Bit field
Formats = Bypass
Formats data = [Empty]

All users have to request all assets except for selected formats

Metafield = Any
Metafield data = [Empty]
Formats = Bypass
Formats data = Selected formats

All users have to request all assets except selected assets and selected formats

Metafield = Bypass
Metafield data = Bit field
Formats = Bypass
Formats data = Selected formats

No users have to request any assets

Disable download request altogether

No users have to request any assets except selected assets

Metafield = Require
Metafield data = Bit field
Formats = Bypass
Formats data = [Empty]

No users have to request any assets except selected formats

Metafield = Bypass
Metafield data = [Empty]
Formats = Require
Formats data = Selected formats

No users have to request any assets except selected assets and selected formats

Metafield = Require
Metafield data = Bit field
Formats = Require
Formats data = Selected formats

Info

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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