# Approval Configuration and Functionality
After installation, you need to assign persons that serve as approvers. These persons will receive an e-mail and a task for each requested file.
# Approval Configuration
Go to admin snap-in DAM/Approval configuration. Here you can find the following options:
| Name | Description |
|---|---|
| Type of determination of the approver | You can either add specific users as approvers or set a field from the Files module that determines the approver (details). |
| Field from the Files module | only for "Determine the approver using a field from the Files module" Select approver determination from all Files fields that point to module User (default: Created by,Owner, Modified by). |
| Approvers | Enter one or more users that are allowed to approve a download request. |
| Use configured user list as fallback? | only for "Determine the approver using a field from the Files module" Set to "true", if you want a fallback approver list. The fallback applies if no user from a Files field could be determined. |
| Type of determination of the email recipients | You can either inform the defined approvers or add a specific e-mail address. E-mails will only be sent to this address then. |
| E-Mail recipient | only for "Use email addresses from configuration" Enter one or more e-mail addresses. Approver e-mails will only be sent to this addresses then. |
| E-mail templates | You can assign other/custom templates for all e-mails possible during the approval process (details). |
# Approver Selection
List:
You can define one or multiple possible approvers in this admin-snap-in, field "Approvers". Everyone in this list will receive an e-mail for each requested file (if you did not define a specific one via field "E-Mail recipient").
Files field:
You can also let the content of any field from module Files determine the approver for a download request. This field needs to be connected to module User. In the default, fields "creator", "owner", or "last modifier" are available.
For this, select "Determine the approver using a field from the Files module" in dropdown "Type of determination of the approver". In field "Field from the Files module", select the field you want the approver to be taken from automatically.
Additionally, you can add users as a fallback. For this, set "Use configured user list as fallback?" to true and enter fallback users to field "Approvers".
# E-Mail Templates
There are six possible e-mails that can be sent during the approval process. Each has assigned a template stored in the file system (modules/task/templates). Via the dropdown, you can also change the template, e.g., to a custom one, if required. The default templates are:
| Template | |
|---|---|
| approving a request | approvalAccept |
| rejecting an approval request | approvalReject |
| exceeding the expiration date | approvalAbort |
| reopening an approval request | approvalAssign |
| status change to "Waiting" | approvalAssign |
| in case of errors | approvalAbort |
# Action Usage
After installation, workflow action "start_approval_workflow" can be added either to the DAM's digital rights configuration or to a custom layout, e.g., to show it on the tile view of assets.
# Functionality
As soon as an approver was configured and the 4App's workflow action "start_approval_workflow" is started, the system provides the following:
- pop-up: A pop-up opens to the inquirer of a file: It requests a purpose of use and the required download profile.
- approver task: A corresponding task is created for the approver where they can approve or reject the download request.
- inquirer task: The same task is available for the inquirer, where they can check the status and later find the download link.
- approver e-mail: An e-mail is sent to the approver with a link to that task.
- inquirer e-mail: An e-mail is sent to the inquirer with their request.
- closing e-mail: After approval/rejection, a second e-mail is sent to the inquirer with a link that downloads the requested file or gives a reason for rejection.
Please note: Inquirers will also see the option to approve their task. Approving will not work (except they are assigned as approving person). You can remove this option by creating a condition in the role configurations of the Tasks module (details).
The specific tasks also come with specific download request fields.
pop-up which requests usage information and starts the approval workflow
task view for the approver
task view for the inquirer with an approved request
# Remove Approve Option from Task
If you do not want inquirers to see the option to approve a request in their approval task, you can add a condition to remove these options. Assigned approves will still see them, though.
- Go to admin snap-in
General system configurations/User settings/Role configuration. - Select the role you want to remove the approval options for.
- Select tab "Role-based module settings", look for the Tasks module, and open the condition pop-up of its Edit right (click the cogwheel next to the Edit right drop-down).
- Enter the following condition and save your settings:
<conditions>
<condition>
<sql>task.type NOT IN ('approval_pending','approval_in_progress','approval_approved','approval_rejected','approval_expired','approval_error','approval_reopen')</sql>
</condition>
</conditions>