Workflows

DAM Workflows Management

The Workflows setting can be managed under the Settings > DAM > Automations > Workflows menu.

The Workflows feature allows you to automate complex asset management processes. It integrates internal components (such as approval flows and metadata) with external systems (like webhooks or APIs) to streamline asset validation for internal or external use.

Enable Approvals workflow

To enable Approvals:

1. Go to the Workflows section.

2. Toggle the Enable Approvals option.

This setting ensures that assets go through an approval process before moving forward in the workflow.

Accessing the Approvals Functionality

There are three ways to request an ad hoc approval, all of which lead to the new Approvals tab in the Asset Details Management modal (see below):

• Via the asset context menu: Select More actions > Manage approval

  
• Via the asset thumbnail: Hover over the Approval status and click Manage approval

  

• Via the Library sidebar (info panel): Hover over the Approval status to check the approval status (approved, pending, or rejected)

  

Requesting an approval

In the Approvals tab, initiate an approval request as follows:

1. Click the Request Approval button to open the Request Approval modal.

2. Complete the request by:

   • Selecting Approvers: Choose one or more approvers. Users without asset access are muted and cannot be selected. At least one approver is required to enable the Send request button.

   • Adding an Optional Message: Provide additional context for the approvers.

   • Setting a Due Date: UTC is automatically detected based on your system settings.

Once the Send Request button is clicked, all approvers receive an alert.

All approvers must approve the request (by the due date if set). Otherwise, it’s rejected.

Managing active approval requests

Once an approval request is active, it can be modified by the original requester or anyone with the necessary permissions (if they’re not listed as an approver).

To make changes:

1. Navigate from the Summary View to the Detailed View by clicking Manage Approval.

2. In the Detailed View, you can:

   • Cancel: Cancels the request, sending notifications to all approvers (and optionally, to the requester).

   • Edit: Modify approvers, messages, or due dates. At least one approver must remain, and the due date must be in the future.

Voting on Approval Requests (Approvers Only)

Only Approvers, selected as such as part of the request, can vote and thus influence the outcome of an approval request.

An approver can have the following statuses, depending on their voting:

• Pending - hasn’t voted yet

• Didn't respond - didn't vote by the due date

• Approved

• Rejected

Approvers may add an optional message when voting to provide more context or instructions

Approver's Summary view

Approvers see a similar Summary view as the requester but with:

• The View and Approve link, leading to the Approver’s Detailed View (where they can vote and leave comments).

• No option to create a new request.

• 

  view and approve page

Approver's Detailed View

Approvers see options to Approve or Reject the request, with an optional comment field to clarify their decision.

Viewing Approvals as a Regular User

Regular users can view approval details but cannot take action or add comments.

Approval status display

The approval status is displayed in the following locations: 1. Asset thumbnails - top right of the thumbnail (only the status; not clickable)

2. Library sidebar - as the last field in the non-editable section of the General tab; when hovering over it, the complete summary tile is displayed; clicking on the CTA takes the user to the Summary view in the Approvals tab

1. Approval history - Clicking on this Approvals tab shows the summary tile(s) of the approval request.