Changes in Workflows
Workflows is a functionality that was introduced in a beta form from Media Manager 5.3 and improved upon in Media Manager 5.4. For the features introduced in those versions, please refer to MM5.3.0 Major new features and MM5.4 Major new features .
Workflow editor
There are several design-related changes made to the Workflow editor in order to make the experience of working with it more user-friendly, intuitive and visually appealing.
First of all, we have introduced a number of UI-related changes, both to accommodate new features and to make the Workflow editor easier to understand. These involve, among others:
the ability to edit the names of stages and transitions only in the right-hand edit panel
the ability to open the edit panel by simply clicking on a stage or transition
more user-friendly naming of several elements in the editor.
Moreover, metadata for transitions are now fully implemented. The following types of metadata constraints are supported: IsEmptyMetaField, Bit Metadata Constraint, Combo Metadata Constraint, Datetime Metadata Constraint, Edit Combo Metadata Constraint, Edit Multi Combo Metadata Constraint, Float Metadata Constraint, Int Metadata Constraint, Link Metadata Constraint, Multi Combo Metadata Constraint, Note Metadata Constraint, String Metadata Constraint and Tree Metadata Constraint.
It is also possible to configure metadata fields on stages. With this, the user assigned to a task can view the metadata relevant for the task under one of the tabs in the task details module.
Furthermore, we have made a functional addition to the way the upload constraints work by introducing so-called secret attachments. Secret attachments are sensitive materials (for example, a consent form) that should not be visible to other users with the ability to see the task it concerns. We have achieved this by introducing new roles that split the users into one of the three categories:
the users who cannot see any attachments
the users who can only see ordinary attachments
the users who can see all attachments, including those marked as sensitive documents.
Last but not least, the labels used to visually represent Workflow stages are now customizable. The user can either choose one of the standard labels or create a new one by selecting the icon and color from the list.
Task list
The most pronounced new functionality related to the task list is the ability to view the tasks either in the list form or as a collection of cards in the card form. With this, the user can benefit from the distinct advantages of each type of view. When using the list, it is possible to see more tasks at the same time, which might be especially useful, when e.g. selecting multiple tasks for transition. When using the card view, the user can see which assets the task concern without having to go into the task details.
Moreover, the data in the task list table has been enriched. The following information are now included:
The task list icon
The name and badge of the instance owner
The created date
The current stage.
Another new functionality is the ability to transition multiple tasks at once. The approving user can select multiple tasks at once and then take an action on all of them. In order to be able to do this, all of the selected tasks need to belong to the same Workflow and be at the same stage.
The are also several smaller changes introduced:
The task detail view can be closed with an “X” on the module or by pressing “Esc” on the keyboard
When an assigned user selects an action, a notification with a confirmation appears in the lower right corner
In the filter panel, there is now an added ability to search for tasks by their names
When the system is configure to show assets in infinite scrolling mode, the task list will also use the infinite scrolling.
More flexibility when using the Download Request Workflow
We have introduced a new functionality, timed transitions, in order to support the approval expiry in Download Request Workflows. Thanks to this, it is now possible to configure the deadline for the requesting user to download the assets that have been approved for this purpose. This can be configured either as a specific date (e.g. May 20, 2021) or time period (e.g. 14 days).
Until version 5.4 the users were only able to request only one variant of one asset at a time. From version 5.5 we support two additional scenarios.
First of all, the users can make several requests of one asset at a time.
Secondly, the users can request multiple assets at once.
New use case: Custom Signup Workflow
We support a new use for the Workflow functionality, requested by our users. It is now possible to create a custom signup form. It is up to the administrator creating the workflow, what type of information a person requesting a Media Manager profile has to provide.
The signup request is then submitted as a workflow task that can be either approved or rejected.
This type of workflow would usually be combined with automations in order to handle further related tasks, such as providing newly-approved users with the correct roles.
Improved experience with metadata
(video placeholder: 5.4 vs. 5.5 comparison)
During the last recent iterations of the product, we have been continually working on improving the performance of the system. In version 5.5 we have focused on the speed of our metadata editor. By implementing a new metadata API, we have succeeded in in significantly speeding up the process of loading the metadata editor in Media Manager as well as the process of saving the changes in metadata. This applies to both single edit and multi edit.
The changes will be most noticeable to the customers who have many metadata groups and fields as well as those who have the need to edit asset information on many assets at once.
We have also introduced a smaller quality-of-life improvement that might be less noticeable to the users at first glance. Namely, we have replaced Cancel button in the metadata editor with Discard to make the experience of working with metadata more intuitive.
UI/UX enhancements
The cropping tool
Until now all the cropped images inherited the name of the original asset which could cause confusion when multiple crops of the assets were available in the Related assets section. Now the name of the selected cropping preset will be displayed to make working with multiple versions of an asset more transparent.
User collaboration
It will now be easier to access the section for comments and annotations. The user can now click on Comments shortcut available on the list of actions on the asset card. This will take them directly to commenting section.
Moreover, the timestamps of the past comments are now more accurate. While the time of the comments remains approximate at first glance, accurate timestamp will be displayed upon hovering the mouse pointer over it.
Working with multiple assets
When users prepare the selection of multiple assets, they can now continue working with the unselected assets without cancelling their selection. For example, a user who meticulously selected assets for multi edit from different locations of the Media Manager can safely download an asset that’s not the part of that tasks without losing the selection pool.
Profile and settings
We have now improved the section for changing the profile information. It is no longer necessary to write the email address of the user twice.
We have introduced a new section in the Settings menu, concerning configuration. The first functionality that can be configured here is the ability to add and edit e-mail templates.
The user with the highest administrative clearance can now edit email templates directly from the Media Manager. The templates can be found under Settings → ConfigManager. The templates created there can be used, among others, in setting up automations, where one of the desired outcomes is for the system to send an email to a user.
For more information concerning e-mail templates, please refer to DC 5.5 Major new features