MM5.9 Working with approval workflow

Owned by Mathias Mattson (MHM)
Nov 23, 2023
3 min read

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

Stage 1: A new asset is uploaded

User A uploads a new asset to the system. The method of uploading is irrelevant. Once the new asset appears in the system, its asset status changes automatically to “creative”.

Stage 2: Metadata is filled out

The same user who uploaded the asset now receives the task of filling out relevant metadata for this asset. 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, 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 Metadata tab. In there, the user has the ability to fill out all the required metadata fields and save them. This will result in the task being automatically completed and the workflow will move to the next stage.

Another method to complete the task is clicking on the Action button and selecting one of the available options. This will open a new dialog, where the metadata fields can be filled out according to the specifications and saved.

The last step is to click Continue, which will result in the transition of the task.

Stage 3: New asset(s) are either approved or rejected for publication

Once the previous stage of the workflow is completed, a user (or, a group of users in this specific example) is assigned another task.

The procedure is the same as with the previous task, regarding the method of accessing the task and the appearance of the task’s detail view.

In this specific case, the actions available to the assigned user are to either reject or approve the publication of the task. Since there is no loop in the workflow, the rejection will result in no further actions regarding the asset(s).

If the user approves the asset(s), the following will happen, based on the previously configured automation:

  • The asset(s) become(s) available to all users

  • The asset status changes to “Approved” (the green dot on the screenshot above)

  • The asset(s) is (are) published, which removes the lock from the asset card.