+8
Done

Ability to configure DAM upload option on a task

Zack Davis 9 months ago in Productivity Management updated by Rachel Phillips 3 months ago 6

For workflows hooked up to DAM, a user is presented with 2 options when attaching a DAM asset to a task: Select from DAM and Upload from local drive.


This should be configurable per task. Meaning, there should be a way to force the task assignee to either upload a new file or select an asset that already exists in DAM.


Use case: A revision workflow is kicked off for an asset that's already in DAM. The task should only present the assignee with the option to select an existing asset. They shouldn't be presented with an option to upload a new file. If they mistakenly do this, there could be manual cleanup work needed - i.e. delete newly created record in DAM, go into activity and manually load DAM asset, possibly restart workflow, etc.


A second use case would be the opposite. When a create workflow is initiated, the upload assignee should forced to upload a new file, with the option to select an existing file unavailable.

This functionality will be expanded to work request in release 116.

When defining the Documents tab in a Work Request Form, users will have the option to define Aprimo DAM asset upload 'Location'. By default, the Location will be set to 'No Preference'. 


If no changes are made to the Work Request Form users will see the same behavior they always have when uploading assets to a work request. The current options when creating a work request are 'Browse' or 'Upload from local drive'. 


If the Work Request Form is changed so the new Location field is set to 'Browse existing', users creating a Work Request using that form will only be able to select assets that already exist in the DAM. 


If the Work Request Form is changed so the new Location field is set to 'Upload from local', users creating a Work Request using that form will only be able to upload brand new assets from their local drive into the DAM.

With the release of PM 114, we're going to allow the workflow template to be configured to have 3 options for document uploads for DAM assets.This will be done in a new Location field when you're adding your Document upload configuration on the Document Layout page of your step or review step (supporting document).

  • Option 1: Location = No Preference. This is the default and if you keep the default, nothing will change as far as what users see in the task inbox. They'll be able to browse existing or upload from local.
  • Option 2: Location = Browse existing. If this option is selected, users in the inbox will only be able to choose Aprimo DAM assets that are already in the DAM..
  • Option 3: Location = Upload from local. If this option is selected, users in the inbox will only be able to create new Aprimo DAM assets from their local drive.

We'll be doing the same for work requests and the options will be very similar, and that will be coming very soon. The work in release 114 will support the setup in the workflow template designer and the upload action in task inbox.

This is also needed at Chanel

IT makes sense that you would want to minimise risk by limiting what the user can select.

If I want to re-use an approved asset I do not want to allow a user to upload a new file from the local drive.