2.6.1 Downloading single assets
The user can download assets from Media Manager 5 either in original form, in one of the predefined qualities or in custom dimensions. This is an example of available download qualities for an image:
In order to download an asset from the homescreen, the user has to click the three dots on an asset card to access more options, and then select "Download". After selecting the desired quality, download will start immediately. If custom quality is selected, the user will be asked to define the criteria and the custom image will be sent to e-mail.
Once the user clicks on an asset, download is one of the options in the actions menu under the asset.
2.6.2 Downloading multiple assets
If the user wants to download more than one assets at a time, they need to multiselect the relevant assets and then choose the option "Download" from the the list of multiselect actions located at the top bar. The user has to now make a number of choices concerning the inclusion of metadata in the download file and quality of images/videos.
The following download options are available for the user:
| Download type | Options |
|---|---|
| Assets | The user can select a predetermined download quality or define a custom quality for all the assets Assets are downloaded as a .zip file.
|
| Assets + Metadata | The user can select:
A .zip file containing assets and an Excel spreadsheet with selected metadata is downloaded.
|
| Metadata | The user can select which metadata fields should be included in the download. The metadata is downloaded in the form of .xlsx file.
|
2.6.3 Request download (a Business Workflow)
2.6.3.1 Setting up download approval
The administrative user can turn on the download approval functionality from Settings → Download approval.
The user can set up the following:
- selecting the correct workflow from the list of existing business workflows
- indicating which are the approved and denied stages
- whitelisting certain assets by indicating the correct metadata field (in case most assets should require download approval, but there are exceptions)
- blacklisting certain assets by indicating the correct metadata field (in case most assets should be downloaded freely, but there are exceptions)
- whitelisting or blacklisting assets based on their media format (in this case only the indicated media format will require download approval or are exempt from it).
2.6.3.2 Request download approval
If Request download approval feature is enabled, users will have to request permissions for downloading an asset.
In order to request download of an asset from the home screen, the user has to click the three dots on an asset card to access more options, and then select "Download".
From the "Download" sub-menu, the user is able to request the download.
Based on the constraints set up in the Business Workflow responsible for the download approval, the user may be presented with a form asking for additional information for example the reason for wanting to download the asset.
After the submission of additional information, the state of the "Download" sub-menu will change to reflect the pending of approval. Once the request is approved, the "Download" sub-menu will change to the default state described in the 2.6.1 "2.6.1 Downloading single assets" section.
2.6.3.3 Approving a download request
The list of pending download request approvals can be found by the users responsible with the approval in the "Workflow management" > "Tasks" section of the application.
The users can then approve or deny the download request by clicking the relevant workflow with status "Pending approval" and selecting either "Approve" or "Deny".
2.6.4 Copyright Notification
If an asset requires accepting copyright disclaimer before being downloaded, the administrative user can enable the “Copyright Notification“ feature on such an asset from the metadata editor. As a result, other users will be shown a copyright disclaimer and be asked to accept it, before the asset can be downloaded.
Setting the copyright disclaimer
The copyright disclaimer is set per-asset and can be turned on or updated from the metadata editor.
The disclaimer is set by opening the metadata editor and setting the desired values for the metafields designated to hold information about the copyright notification.
There are two types of copyright notification that the user can choose between:
- predefined disclaimer (selecting one of the available options from the drop-down list will result in displaying a pre-set copyright text to other users),
- custom disclaimer (the administrative user can set a completely new disclaimer for this specific asset).
If both the predefined and custom values are set, the user will be asked to agree only to the predefined disclaimer.
If none of the values are set, the user will not be asked to agree to any disclaimer for that asset.
Accepting the Copyright Notification
When attempting to download the asset with copyright limitations, a copyright disclaimer for this asset will be displayed for the user. After the user consents to the disclaimer, the download will proceed as normal. The user agreement is logged in an audit trail that can be reviewed by authorized users.
When trying to download multiple assets, the user will be presented with the disclaimer of all the assets selected and have to opportunity to individually review each disclaimer. The download will proceed only for the assets whose copyright notification was accepted.
