Download approval process set-up

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[Note - some areas may be restricted to Capture staff]

Configuring the download approval workflow

Aspects of the download approval process can be configured in the back-office to suit the needs to Capture clients using this feature.

To reach the configuration area go to or Settings > Preferences (Beta one) or Website > Preferences > System (Classic Capture) and scroll right to the bottom of the long list of possible system settings that affect Capture's front-end website.

In the section entitled 'Lightbox Download Approvals', there are options for the following, as shown in the screen grab below.

Request approval label

The request default label that appears against the lightbox on the front-end, on the action button, can be customised. For instance, it might just read 'Request approval', or it could be 'Request price' or 'Request usage'. Whatever signposting on the button is most appropriate to your users and the workflow of your Capture system can be entered.

Download approval description text

You can also customise the wording in the description text that pops up when the end-user begins the approval request procedure.

Include start and end dates

If including a start and end date is desired in the end-user form, selecting these tick boxes will make the required date entry boxes appear.

Include resolution

Similarly, if it is desired that the end-user has to request the usage resolution of the asset, then clicking this tick box will make the required entry field to appear on the form.

Default download approval policy

Importantly the 'Default download approval policy' can also be selected. 

Each time a user record is created in the CRM, either manually by a back-office administrator, or automatically via a web registration, the policy set in this system configuration area will kick in.

Selecting 'Manual approval' means that by default contacts in a company where this is applied will need to go through the full download approvals process in order to find out whether they can use requested assets. If access is granted they can then access the assets via the approved lightbox, or the 'My details' Downloads section of the Capture front-end website.

Selecting 'Automatic approval' means that by default contacts in a company where this is applied, do not need to go through the whole manual approval process. When a front-end user wishes to download assets, they must fill in details of the intended use, and then submit. This is captured in Capture in the normal way - but approval is automatically granted so they can go on and use the assets immediately.

This is useful for sites where clients operate on an account basis - they are allowed to download assets and use them and are then invoiced later according to the usage they report - and yet the site owner doesn't want to hold up their clients' workflows. Or simply where the site administrators wish to know broad details of intended asset usage - but don't want to hold up the workflow.

Note these preferences can also be set up in the Download Approvals interface at Media > Workflow > Download Approval by clicking the 'cogwheel' symbol at top right of the screen. Neither screen holds greater authority than the other - the last setting, wherever it is made, wins.

Setting up the automatic download approvals emails

Navigate to Admin > General > Automated Actions > Download Approval Request Submit (Classic Capture) or Settings > General > Automated Actions (Beta One).


Then select Manage Actions > edit > Enter Email Address field > Submit (see screen grab below). Back-office administrators can setup more than one email address here, as well as edit the default subject line.


Email template configuration 

Navigate to Admin > General > Document Templates (Classic Capture) or Settings > General > Document Templates (Beta One).

Jump to page 2 within 'Letterheads' to view and edit the Download approval request submit and update email templates.

Select 'edit' to amend the body of the email that is sent to an administrator to review an end users request and the email that is sent to an end user that confirms the outcome of their request.


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