Knowledge Base

Download approval workflows

Do some of your download requests need to be approved by multiple approvers or do you need more insights into why users want to download watermarked material? Make use of download approval workflows to better manage and streamline your download requests.

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Tell me more about download approval workflows

A download approval workflow is a Creative Workflow preset that helps you to gather more information on why users want to download a watermarked asset. This type of workflow can also facilitate an approval process with multiple steps where assets need to be approved by multiple approvers. The first stage is to retrieve information on why the user wants to download the watermarked asset and the approval stage is assigned to a specific approver or group of approvers. Once the job is sent to the final download stage the user can download the original asset without watermark. If your approval process requires a four-eyes principle you can add one or more stages in between and assign them to specific approvers.

Note

Make sure that the Finish job button in the last stage of the approval workflow is clicked in order for the user to receive an email notification that the approval process has been completed

How to create an approval workflow

  1. Go to settings_menu.pngSettings > Workflow > Preset management and click Add preset.

  2. Click the Campaign dropdown and assign the preset to an existing Creative Workflow campaign.

  3. Set up the first stage to retrieve information on why the user wants to download the watermarked asset. Read more about Creative Workflow presets here.

    • Set the stage Type to Form.

    • In the Form section set up the right job metaproperties, so that you can gather the necessary information for your approver(s) to process the download request.

    • Disable the download of the original file by making sure the option Allow downloading the original version of watermarked assets is not selected for this stage.

  4. Click Add another stage and set up the approver stage the following way:

    • Set the stage Type to Default.

    • Click the Assign responsibility field and assign the stage to the right approver or group of approvers.

    • Disable the download of the original file by making sure the option Allow downloading the original version of watermarked assets is not selected for this stage.

  5. Click Add another stage and set up the download stage the following way:

    • Set the stage Type to Download.

    • (Optional) Set up a responsible user for this stage by selecting the appropriate user or user group in the Assign responsibility field.

    • Select the option Allow downloading the original version of watermarked assets in order to let the user download the original file without watermark.

  6. (Optional) In case you want multiple users or user groups to approve the asset you can add extra approval stages in between the first and the last stage. Follow the instructions of step 4 to set up more approval stages.

  7. Click Save to save your preset

You can now start assigning your approval flow to individual watermarked assets or create different approval flows.

How to assign an approval flow to an asset

Follow the steps below to assign an approval flow to a watermarked asset.

  1. Open the asset for which you want to set up an approval flow.

  2. Open the Edit tab.

  3. Go to the Advanced Rights section and make sure the options Show watermark and Downloadable are ticked.

  4. Tick the Start workflow option and in the dropdown that appears select the desired approval flow.

  5. Click Save to save the changes.

Users who want to download the watermarked asset can click the Start download request button in the asset detail view to request the download.

start-download-request.png

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