Download approval builds on the download justification workflow by additionally requiring administrator approval before an asset can be downloaded. Administrators are always exempt from download approval.
Download approval applies to original asset downloads and repurpose actions only. Views, thumbnails, previews, metadata and Create PDFs are exempt. Since views, thumbnails, and previews are not subject to approval, they need to be removed from download options if you do not want users to have direct access to them.
Enable download approval
|True, False||If this property is true, download approval will be enabled on your site. If this property is false, no user (regardless of any other property configuration) will be subject to download approval. Note that download justification must be enabled to enable download approval.||No|
Before configuring an approval workflow, you must specify the email address that will receive all approval-related emails.
|NetX user's email address|
The value of this property should be an email address that will receive all download approval-related emails. This email address must be unique to a single director or administrator-level user.
Additional notification options
|Text||Customize the subject of emails sent to the designated approver. The default is Pending download request.||No|
|Text||Customize the subject of emails sent to the original download requester when a download is approved. The default is Results of your download request.||No|
|Text||Customize the subject of emails sent to the original download requester when a download is denied. The default is Results of your download request.||No|
Configure download approval
Download approval can be configured with a variety of triggers that determine which users and assets are subject to download approval.
By user level
When this property is set to the numeric equivalent for a user level, all users of that user level (and below) will be subject to download approval.
|0, 1, 2, 3, 4, 7, 8, 9 (user level number)||Enforces download approval across any user of the specified user level or below, i.e. a value of 4 will enforce download approval for all producer, importer, consumer, and browser-level users. Only a single user level value can be used at a time.||No|
To apply download approval to specific users, add these users to a group and configure one of the following settings:
By group name
The following property targets specific user groups for download approval; this setting will enforce download approval across all assets for all non-administrator users in a named group.
|Group name(s)||The value of this property must correspond exactly to at least one existing group name; any non-administrator user included in the named group will be subject to download approval, even if they are a member of multiple groups that are not subject to download approval. Multiple groups can be added as values delimited by commas with no space on either side of the comma.||No|
By group attribute value
The following property targets specific user groups for download approval – but also allows for a more granular trigger which can be applied to individual assets. This means assets may be tagged individually with a group's name rather than enforcing download approval across all assets.
|Attribute name||The value of this property must correspond exactly to an existing attribute name. If the attribute's value applied to an asset matches the exact name of a desired approval group, all users in that group will be subject to download approval for that asset. Multiple groups can be tagged on the same asset under the same attribute name if multiple selections are supported for that attribute's type. A pulldown, multiselect, or tag attribute type is highly recommended as this limits any value options to exact matches to the value(s) for a group name.||No|
By attribute value
The following properties, when set in conjunction, trigger download approval for any asset with the named attribute value applied to the named attribute. This will subject every user who is not an administrator to download justification for all affected assets.
|Attribute name||The value of this property must correspond exactly to an existing attribute name.||No|
|Attribute value||If a value for the attribute named in the property image.downloadApprovalAttributeName matches the value of this property, all non-administrator users will be subject to download approval for all affected assets. A pulldown, multiselect, or tag attribute type is highly recommended as this limits any value options to exact matches.||No|
|True / False||If this property is true, download presets will not require download approval. If this property is false, presets will be subject to the same approval process as the original asset file. Preview and thumbnail proxies will not be subject to download approval regardless of this property's value.||No|
|OR / AND|
This property governs the behavior of download approval when multiple triggers are configured.
OR: If multiple approval triggers are configured, any criteria match will still trigger download approval for that user, e.g. if a user's group is specified as well as an attribute value, download approval will be triggered if either property finds a match. This is the default behavior.
AND: If multiple approval triggers are configured, a user's download must match all criteria to trigger download approval, e.g. if a group trigger and an attribute value trigger is configured, download approval will only trigger when a user is a member of the specified group and they are attempting to download an asset with the attribute value applied.
This property governs when an approval link will expire; its value is measured in days. Setting the value to less than 1 will reset this property to its default (30).
Submitting a download request
- Initiate a download with a value, group, or user trigger.
- Select Original from the download options window; any other download selection will not be subject to download justification unless preset approval has been turned on.
- Use the justification form to justify your download.
- Click Continue.
- A warning will appear indicating that an administrator needs to approve the request.
Reviewing a download request
Via the Approval email
Once a user submits a download request, an email is sent to the email address associated with your site's designated approver. This email will list the file names associated with the requested assets, as well as the justification message submitted with the request. To review the requested assets and approve or deny the download for the requesting user, click the Review button in the email. This opens the download request in NetX, which presents a list of all assets under review along with their requesting user and justification message.
- Clicking an asset in the review list will launch the asset's detail page.
- Approve individual assets using their toggles. If the toggle is blue, the asset will be approved for the requesting user; if the toggle is red, it will be denied. Once you have reviewed each asset, click Continue to complete the approval process. You may include an optional message with your approval decisions, which will be emailed to the original requester along with the results of their download request.
- Approve all assets under review by clicking Approve all. You may include an optional message with your approval decisions, which will be sent to the original requester along with the results of their download request.
- Deny all assets under review by clicking Approve all. You may include an optional message with your approval decisions, which will be sent to the original requester along with the results of their download request.
Once an approval decision has been made, the original requester will receive an email with the results of your request and any message included with the approval decision.
Rejection emails are only sent if all assets in a selection or collection are denied. If the group of requested assets includes both approvals and rejections, the requestor will only be notified of the approved assets.
Via the Approvals tab
In addition to the email sent to your site's designated approver, active and completed approval requests can be accessed via the Approvals tab of the Tools area. Use the Current tab to view active requests. Approval decisions are not editable once the review has been completed, but the original request can still be viewed by navigating to the Completed tab. Completed reviews will still display any approved assets included in the original request as well as the requesting user and their justification message.
Downloading the results of an approval request
Once an administrator has reviewed a download request, the original requester will receive an email with a share link. This link will allow the requestor to download all approved assets.
Only approved assets will be reflected in the email and the resulting share link. Rejection emails are only sent if all assets in a selection or collection are denied.
Sharing assets is also subject to download approval. The approval process is identical to the one used when downloading assets. However, the link emailed to the original requester will be the only share link provided – e.g. any password protection or expiration setting will not be preserved, but it may still be shared with external users. The expiration of the link is subject to the expiration setting configured by an administrator.
Combining approval and justification
Download approval requires Download justification to be enabled. Triggers for each feature may be configured independently, however – e.g. a user level trigger may be used to trigger download justification, but this setting may be expanded upon by including a download approval trigger for a specific group. In this example, any user which is affected by the user level trigger will be subject to download justification, but only users included in the named group will be subject to download approval.