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Requests - Download assets

The Download Request Form (DLRF) controls asset downloads while also collecting data about those assets—who is downloading them and why. Users assigned the Request Download permission in a security template must complete a Download Request form before they can download the specified assets.

NOTE: To download assets with or without the DLRF requirement, the user’s Role must include the Download privilege.

Assets with a Download Request Form requirement will be in one of two categories—"Available for Download" or "Approval Required."

  • Available for Download. Users with both the Request Download permission and the Download permission are auto-approved to download the assets after they submit their DLRF. Approvers are notified of their auto-approved downloads.
  • Approval Required. Download requests by users with only the Request Download permission must be approved.

Download Request form:

All completed Download Request Forms are routed to specified approvers—administrators with download approval rights. Download requests by users with only the Request Download permission must be approved. Users with both the Request Download permission and the Download permission are auto-approved after they submit their DLRF. Approvers are notified of their auto-approved downloads.

An approver's Request inbox holds the submitted Download Request Forms. Approvers can view, evaluate, and assign download requests a status of Approved, Cancelled, Done, Extension, In Progress, New Request, On-Hold, or Rejected. Selecting Approved or Done approves the download and the requester receives an email with a link to the asset(s). If a request is Cancelled or Rejected, the user receives an email notification along with an explanation.

Requests inbox with 6 Download requests:

A security template controls the Download Request Form. When that template is assigned to an asset, users specified by the template and assigned the Request Download permission must complete a DLRF. The form content is determined by the Download Request metadata template, as configured by an administrator.

At-a-glance: Request asset downloads​

For details about each step, see Request asset downloads.

At-a-glance: Configure the Download Request feature​

To configure the Download Request Form, you will define the form (i.e., create the metadata template) and then activate the form (i.e., create the security template).

Define the Download Request Form (create the metadata template).

  1. Enter workflow action settings.

  2. Specify information to request from the approver.

    This information is displayed to approvers when they review the asset download request.

  3. Specify information to obtain from the requester.

    This information is displayed to users in the Download Request Form.

Activate the Download Request Form (create the security template).

  1. Create a security template.

  2. Select the user groups that should be restricted.

  3. Select the Request Download permission for that group.

    When this security template is applied to assets, users in the specified group must complete a Download Request Form before they can download those assets.

Required privileges/permissions​

Download requesters and approvers require specific permissions to use the Download Request feature.

Download requesters​

For download requesters, two permissions in the security template determine the asset download workflow—Request Download and Download (this is different from the Role requirement in the following NOTE).

NOTE: To download assets with or without the Download Request Form requirement, the user’s Role must include the Download privilege (see Admin > Security > Roles).

Download approvers​

Download approvers—users who can review and approve the assets submitted by requesters— must have the Requests Inbox and Request Management privileges. This allows them to view the Requests inbox and review asset download requests for approval or rejection.

Request asset downloads​

When the Download Request Form is applied to assets, some users must complete and submit the form before they can download those assets. If you are downloading multiple assets, the assets may have a mix of security settings. The download scenarios you encounter will include one or more of the following:

  • Download is immediate. No Download Request form or approval is required.
  • Download is auto-approved after you submit a Download Request form. After you submit the form you can download the assets. Approvers are notified of the auto-approved downloads.
  • Download approval is required. The assets must be approved for download. You must complete the Download Request Form and submit it for review and approval.

To download assets which require the Download Request Form:

  1. Select the assets in the Content gallery, Cart or a collection.

    NOTE: You will complete a single Download Request Form for all the assets you select, so they should share the same requirements such as “Intended Start Date” and “Intended End Date.”

  2. Click Download Selected. Depending on the assets you selected, your download scenario will include one or more of the following:

    • Download is immediate. Assets that are eligible for immediate download will download to your desktop (a single asset) or will be available in the Jobs center (multiple assets).

    • Download is auto-approved. Assets that require the Download Request Form but not reviewer approval are listed under "Available for Download" in the Download Request screen. You can download them after you submit the Download Request form.

    • Download approval is required. Assets that require the Download Request Form and reviewer approval are marked Approval Required in the Download Request screen.

  3. Complete the Download Request Form for the requested assets. All fields marked with a red bar are required, for example, Request Title, Intended Start Date, Intended End Date, and Intended Media Use.

    NOTE: For a retroactive download request, the start and end dates can be in the past (but the start date must be before the end date.)

  4. Save the completed form. Tenovos validates the start and end dates—the Intended Start Date must be prior to the Intended End Date.

  1. At the confirmation prompt “Ready to Submit the Download Request?”, click Continue to submit the Download Request form (or Cancel to abandon the request).

    A message appears stating “Action performed successfully.”

    • If you have a single asset marked Available for Download (and therefore auto-approved), it will download directly to your desktop.
    • If there are multiple assets marked Available for Download, they will be available in the Jobs center as “Selected Assets Download Request.”
    • For assets marked Approval Required, the completed Download Request Form is submitted to reviewers for approval. You will be notified of approval or rejection.

Review asset download requests​

Download request approvers are users with the Requests Inbox and Request Management privileges. This allows them to view the Requests inbox and review asset download request forms for approval or rejection.

Approvers can view, evaluate, and assign download requests a status of Approved, Cancelled, Done, Extension, In Progress, New Request, On-Hold, or Rejected. Selecting Approved or Done approves the download and the requester receives an email with a link to the asset(s). If a request is Cancelled or Rejected, the user receives an email notification along with an explanation.

When working with asset download requests, reviewers:

Both of the preceding topics are include in the section Requests - Review, assign, approve.

Configure a Download Request Form requirement​

A security template controls the Download Request Form. When that template is assigned to an asset, users specified by the template and assigned the Request Download permission must complete a DLRF. The form content is determined by the Download Request metadata template, as configured by an administrator.

To configure the Download Request Form:

  1. Define the Download Request Form (create the metadata template). A. Enter workflow action settings. B. Specify information requested from the approver. This information is displayed to approvers when they review the asset download request. C. Specify information requested from the requester. This information is displayed to users in the Download Request Form.

  2. Activate the Download Request Form (create the security template). To apply a Download Request Form requirement, you will work with the following:

Metadata template: Download requests​

The Download Request form (DLRF) controls asset downloads while also collecting data about those assets—who is downloading them and why. In a security template, the user groups assigned the Request Download permission must complete a Download Request form before they can download assets.

NOTE: To download assets with or without the DLRF requirement, the user’s Role must include the Download privilege (see Admin > Security > Roles).

The Download Request form consists of three metadata groups:

For all form fields, you can select a default value or enter custom help text to display. If you do not set a default, the form displays an empty field and the user can enter text or make a selection.

IMPORTANT: This section provides an overview of the Download Request form metadata template, as configured by Tenovos for your organization. You should avoid modifying the metadata groups that make up the template.

TOPICS IN THIS SECTION

Download Request Workflow Action metadata group​

The Download Request Workflow Action metadata group is where administrators Enable or Disable the Download Request Form. It includes the required workflow settings, privileges, and permissions for the Download Request Form. Users with the Request Download permission specified in this section must submit a Download Request form prior to downloading assets.

For all Download Request Workflow Action fields, you can select a default value or enter custom help text for that field. If you do not specify default content, the form displays an empty field and the user can enter text or make a selection.

Download Request form

IMPORTANT: This section provides an example of attributes in a Download Request Workflow Action metadata group. Your metadata group may differ because it is configured by Tenovos specifically for your organization. In general, you should avoid modifying the metadata groups that make up the Download Request form metadata template.

The Download Request Workflow Action metadata group settings include:

  • Asset Identifier. The unique ID assigned to every asset in the system.
  • Collection Identifier. The unique ID assigned to every collection in the system.
  • Privileges. To download assets with or without the DLRF requirement, the user’s Role must include the Download privilege (see Admin > Security > Roles).
  • Action Type. Choose Workflow Based Action.
  • Request Preview. System attribute.
  • Approved Assets. System attribute.
  • Request Context. System attribute.
  • Enabled. Select Yes to enable the template or No to disable.
  • Context. Bulk Asset, Collection, Single Asset.
  • Features. The tasks that will require a Download Request Form. For example, Bulk Download, Download Transformations, Single Download, and Share Transformations.
  • Permissions. The Download Request Form requires the Request Download permission. In a security template, user groups assigned the Request Download permission must complete a Download Request Form before they can download assets.

Reviewer Metadata group: Information from the approver​

The Reviewer metadata group of the Download Request form contains internal information for and by approvers. This includes the Request Status, and internal and external Reviewer Notes.

Download Request form: Reviewer Metadata Group

IMPORTANT: This section provides an example of attributes in a Reviewer Metadata Group. Your metadata group may differ because it is configured by Tenovos specifically for your organization. In general, you should avoid modifying the metadata groups that make up the Download Request form metadata template.

The Reviewer metadata group attributes include:

  • Assigned To. The reviewer who must approve the request. A popup box lists all reviewers to whom an asset request can be assigned for approval.
  • Request Status. This should be set to New Request. IMPORTANT: If New Request is not selected, submitted Download Request forms will not appear in the Request inbox.
  • Submitted By. The user who submitted the download request.
  • Reviewer Notes (Internal). A text box for internal reviewer notes. This field is only available to the assigned approver.
  • Reviewer Notes (External). A text box for public reviewer notes to the requester. This field is only available to the assigned approver.
  • Request Type. For Download Request Forms, this should be set to Download.
  • Asset Count.
  • Asset Approval Status Details. Additional request details such as the Request Approver and Rejection Reason.

Requester Metadata Group: Information from the requester​

The Download Request Form fields collect data about the requested assets—who is downloading them and why. For each field, you can select a default value to display. The Request Title, Intended End Date, and Intended Start Date fields are required, all other fields are optional.

Download Request form: Requester Metadata Group

NOTE: This section provides an example of attributes in a Requester Metadata Group. Your metadata group may differ because it is configured by Tenovos specifically for your organization.

In general, you should avoid modifying the metadata groups that make up the Download Request form metadata template. However, if you need to extract additional information from users—for example, “Intended Audience” or “Intended Market,” you can add the required attribute to this metadata group and it will be included in the Download Request Form.

The Requester metadata group attributes include:

  • Request Title
  • Intended Start Date
  • Intended End Date
  • Intended Region and Countries
  • Intended Media
  • Notes

Administrators can add additional attributes as needed.

Security template: Download requests​

A security template controls the Download Request Form. When that template is assigned to an asset, users specified by the template and assigned the Request Download permission must complete a DLRF. (The form content is determined by the Download Request metadata template, as configured by an administrator.)

Two permissions in the security template determine the asset download workflow—Request Download and Download.

Download Request form: Requester Metadata Group

TOPICS IN THIS SECTION

Download scenarios​

When downloading an asset with an applied Download Request Form security template, if the user group specified in the template is assigned:

  • The Request Download permission only. Download approval is required. Users must complete the Download Request Form and submit it for review and download approval.

  • The Request Download permission AND the Download permission. Download is auto-approved after users complete the Download Request Form. After they submit it, the assets are auto-approved and downloadable. Approvers receive notification of the auto-approval.

  • The Download permission only. Direct download, no approval required. Assuming they meet other security requirements, users can download assets directly, without audit or approval.

  • Neither the Download nor the Request Download permissions. Download not allowed. Even if users in the group have the "Download" role privilege enabled, they will not see the Download menu option or button for assets with this security template setting applied to their user group.

NOTE: To download assets with or without the Download Request Form requirement, the user’s Role must include the Download privilege (see Admin > Security > Roles).

Apply the Download Request Form requirement to users​

To apply the Download Request Form requirement to a user group:

  1. In Admin > Security, create a Security template.

  2. Locate the user Group(s) you want restricted and enable the Request Download permission under their Group Name—the Download Request form is required and must be approved.

    To require the Download Request form and auto-approve the download, also enable the Download permission under the Group Name.

    NOTE: For a list of download configurations, see Download scenarios.

  3. Apply the security template to the assets you want to control. When users in the specified user group attempt to download the restricted asset(s), they must first complete a Download Request Form.