Download request workflow covers the steps in an asset life cycle concerning the use of the existing assets.

An example of a correctly configured download approval flow presented here consists of two stages. In the first stage, the administrator configures the download request workflow. It is here where the administrator can decide on all the criteria that limit the download of assets. The second stage is an additional configuration in the general settings of the Media Manager. In some cases, it might be necessary to perform other configurations prior to setting up the workflow, for example creating additional metadata fields.

The following elements are required for a functional approval process:

• A workflow with a minimum of three stages: a pending stage, an approved stage, and a rejected stage.

• Enabling the download request in the settings of the Media Manager.

All other elements are optional, though some might be heavily recommended, as it will be indicated in the detailed descriptions of the stages below.

Part 1 Workflow

The basic download approval workflow consists of three stages: a pending stage, an approved stage, and a rejected stage.

Open

It is also, for example, possible to create a loop from the rejected stage back to the pending stage, if reconsideration should be possible (not included in this example of workflow configuration). For instance, if the reason for rejection is insufficient information provided by the requesting user, this can be fixed by communicating through the comments section of the task. If the conditions for approval are then met, the user responsible for the task can approve the previously rejected request.

Configuration:

Part 2 Settings

After the workflow is correctly configured, it needs to be enabled before it takes into effect. In order to enable the workflow, the administrator needs to navigate to Settings → General settings → Download approval.

Here, the users needs to toggle the button for enabling approval of download requests, select the workflow from the drop-down list and specify the approved and denied stages.

All other options are optional and allow for greater flexibility of the download request functionality. Here, the administrator can choose:

• whether certain formats should be whitelisted or specifically require approval

• if a metadata field should control whether whole assets should be whitelisted or specifically require approval for download

• if there is a content owner who should never be required to request the download of the assets they are responsible for.

Bypassing download approval

There are four ways of bypassing download approval when it’s enabled.

1. Bypass based on a boolean metadata field

As mentioned earlier in the previous section of the page, there exists an option to select a boolean metadata field to determine, if an asset is available to download for all who have the download role.

This can be configured under Select metafield section of the settings by selecting the option Bypass approval and then specifying the metadata field. All users must have read access to the metadata field.

2. Bypass based on media formats

It is also possible to specify which media can always be downloaded by all users with the ability to download assets.

This can be configured under Media formats section of the settings by selecting the option Bypass approval for selected formats and then specifying one or more formats below.

3. Bypass based on a role

If the user or user group has the role Download_Approval_Bypass, this will grant those users the ability to bypass all download approval restrictions.

4. Bypass based on groups or users (Content Owner)

This allows users or user groups to bypass the download approval process for only the assets they are responsible for.

Please be aware that the person who is entrusted with the ability to bypass the download, will also need to have read access to the MasterItemReference field which is used to determine who can bypass the download. It is the same field as described in the information box “Dynamic stage owner assignment”. However, this field may be hidden.

Require download approval

Just like there is the ability to bypass download approval, we also offer the reversal of this - which is requiring download approval only under certain circumstances.

There exist two possibilities:

1. Require based on a boolean metadata field

There exists an option to select a boolean metadata field to determine, if all users need to request download of a particular asset.

This can be configured under Select metafield section of the settings by selecting the option Require approval and then specifying the metadata field.

2. Require based on media formats

It is also possible to specify which media formats need to be requested before download by all users, despite their ability to download assets.

This can be configured under Media formats section of the settings by selecting the option Require approval for selected formats and then specifying one or more formats below.

Combining the metafield and media formats

Below are shown the 8 valid scenarios which you can configure the download request.