-
Old
Request download (a Business Workflow)
...
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).
Request download approval
If Request download approval feature is enabled, users will have to request permissions for downloading an asset.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 three dots download icon 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 "Downloading single assets" section.
...
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"..
...
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”.
...