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This section describes the asset approval process scenario based on the configuration example provided in the previous section.

Stage 1: Making a download request for an asset

In order to request download of an asset from the home screen, the user has to click the download icon on an asset card.

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This will open a new modal, where the user can see the download options. In this case, the “JPG small” media format is whitelisted and can be download immediately. All other media formats need to be requested before they can be downloaded. The users needs to click Request download at the bottom of the modal to be moved to a new view, where a form need to be filled out.

Please note that it is possible to request several asset at once. The assets will be visible in the panel on the right side. The forms can be filled with different information specific to a particular asset separately by selecting and deselecting the assets from that panel. After the user fills out all the required information, they can click Next.

If the request was made successfully, the following message will appear:

The users can track the status of the request and sometimes communicate with the person responsible for the approval (role-dependent) by navigating to Tasks located in the top panel of the application and clicking the task.

The status of the approval can also be tracked by clicking on the download icon of the previously requested asset. In this case, the status is “Pending approval”.

Stage 2: Approving or rejecting download request

The user responsible for managing download requests for asset will now receive a new task. Once the user has the task assigned to them, they receive a new notification. They can access the task either by directly clicking the notification or by going to tasks and selecting the correct one from the list of active tasks.

The assigned user can preview the details of the tasks by clicking on it. The task details include relevant information split into several tabs. The most basic information concerning the task is contained in the Summary tab. If further communication is needed (and possible, i.e. both the requesting user and and the managing user have roles allowing them to use the commenting functionality), it is possible to tag another user in the Comments section in the same way the ordinary asset comments work.

In this specific case, one of the most relevant sections is the Details tab. In there, the user can access the answers to the request form.

In order to complete the task, the user needs to click the Action button and select one of the available options, in this case: “Approve” or “Reject”.

Selecting the option of approving the download request will result in this specific use case in opening a new dialog, where the user must upload a consent form in pdf format. Once this is done, the task can be successfully transitioned by clicking Next.

Selecting the option of rejecting the download request will result in this specific use case in having to provide the reason for rejection. Once this is done, the task can be successfully transitioned by clicking Next.

Stage 3: Downloading the asset

The user who originally request the download of the asset will now receive a notification regarding the new status of the request. If the request was approved, new options to download will appear in the download dialog of the asset.