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

PropertyValuesDescriptionRequires restart?

image.downloadApprovalEnabled

True, FalseIf 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

Email notifications

Before configuring an approval workflow, you must specify the email address that will receive all approval-related emails.

PropertyValuesDescriptionRequires restart?

image.downloadApprovalAdminEmail

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 .

No

Additional notification options

PropertyValuesDescriptionRequires restart?

image.downloadRequestSubject

TextCustomize the subject of emails sent to the designated approver. The default is Pending download request.No

image.downloadApprovedSubject

TextCustomize the subject of emails sent to the original download requester when a download is approved. The default is Results of your download request.No

image.downloadRejectedSubject

TextCustomize 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.

PropertyValuesDescriptionRequires restart?

image.downloadApprovalUserLevel

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

By group

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.

PropertyValuesDescriptionRequires restart?

image.downloadApprovalGroups

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.

PropertyValuesDescriptionRequires restart?

image.downloadApprovalAttributeName

Attribute nameThe value of this property must correspond exactly to one existing attribute name. If the chosen 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

Date type attributes are not supported as download triggers. 

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.

PropertyValuesDescriptionRequires restart?

image.downloadApprovalAttributeName

Attribute nameThe value of this property must correspond exactly to one existing attribute name.No

image.downloadApprovalAttributeValue

Attribute valueIf 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. Only a single value is supported.No

Additional configuration

PropertyValuesDescriptionRequires restart?

image.downloadOriginalApprovalEnabled

True / FalseIf 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

image.downloadApprovalBoolean

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. 

No
asset.approval.daysToExpireApprovals
number

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).  

No

Approval workflow

Submitting a download request

  1. Initiate a  download  with a  value ,  group , or  user trigger.
  2. 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
  3. Use the justification form to justify your download.
  4. Click Continue
  5. 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

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.