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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.)
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.
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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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