Creative workflow installation guide

Owned by Vassilen
Last updated: May 23, 2024 by Emilie Nucci
15 min read

 

Prerequisites

 

All the bullet points below have to be respected if you want to use the new feature on your project

  • Portal & Engine version 2024.1 (or after)

  • New structures :

    • collaborativespace

    • collaborativebrief

    • massimportpreviousitem

    • wkfcollaborativespace

    • wkfcollaborativespaceaction

  • Updates on existing structures :

    • asset & all your #damobject structures

    • contentcomments

    • massimportitem

    • massimportjob

    • role

    • user

  • Creation or updates of/on instances for :

    • colors

    • wkfcontentcomments

    • wkfcontentcommentsaction

    • wkfmassimportitem

    • wkfmassimportitemaction

    • wkfuser

    • wkfuseractions

    • pkgroletemplate

  • Plugins :

    • PACKAGED_CreativeWorkflow => activated

    • PACKAGED_Activity => activated

    • PACKAGED_DAM_Utils => default value for dam_denormalization_config should be restored.

  • Portal’s configuration :

    • spaces config domain added

    • named filters, displays and actions added in common

    • features config has a new entry called spaces, it should be set to true, if you want to use the creative workflow

 

1/ Install on existing projects

Common steps

  1. Permissions

To have correct permissions on the creative workflow we also recommend to update or reset pkgroletemplate instances and all the other pkg* objects. If you reset your permissions from the nar, don’t forget to call the update (admin) endpoint given by PACKAGED_Security. A touch on the users may also be needed to ensure that users, roles and roles templates are correctly synchronized.

If you can’t reset your permissions, you must modify them. You can do this by using wedia-config’s role template menu. For each role template, you will edit it’s “ Collaborative spaces ” permissions.

  • For the “Administrator role type” the permissions should be set to :

    • Create and manage a workspace => All spaces

    • Manage media status => All spaces

  • For the “Contributor role type” the permissions should be set to :

    • Create and manage a workspace => Space owners

    • Manage media status => Space owners

  • For the “Userrole type” the permissions should be set to :

    • Create and manage a workspace => No space

    • Manage media status => No space

Please note that by doing this, you will alter your current permissions on massimportitem & massimportjob objects.

  1. Portal

You will also need to upgrade your portal to retrieve all the new components and configs to benefit from the creative workflow.

  1. Asset Libraries

For all your library structures you will need to add the spaces property and copy missing tags from asset to your library structures (damobject).

  1. Plugins

And finally, you will have to retrieve the plugins configuration from the nar, or activate PACKAGED_CreativeWorkflow and PACKAGED_Activity and restore the default value of PACKAGED_DAM_Utils’s dam_denormalization_config parameter.

 

1.1/ Existing starter-kits

If you have an existing starter-kit project with no specific customizations on the existing upload feature, you will only have to respect the Prerequisites. It means you will have to create all the new structures, restore all changes on the existing structures and update/create all the created/updated instances present in the NAR.

Then if you want to fully benefit from the creative workflow, follow Common steps .

 

1.2/ Existing with customized workflow (upload portal)

If your project has a customized workflow for the upload feature, the installation of the creative workflow will be more complicated. The new feature needs the update made on the workflow of massimportitems objects. This means, that on the project side, a choice has to be made : Using the creative workflow, OR using the upload.

If you want to use the creative workflow but still want to have a customized workflow, this can be achieved, but first, the current instances of wkfmassimportitem & wkfmassimportitemactions have to be restored (reset from the nar). Then you can add some statuses and actions. Examples of customization will be given below.

Then if you want to fully benefit from the creative workflow follow Common steps .

1.3/ Don’t need the creative workflow

If you choose not to use the new feature, you don’t need to restore all the objects and instances described in the prerequisites and you will have to :

  • disable this plugin : PACKAGED_CreativeWorkflow

  • disable the “spaces” feature on portal’s features config

  • enable the upload feature on the portal’s features config

 

1.4/ Creative workflow with security from security.xml

Here you will find current permissions by role (provided with a starter-kit) transcribed into readable text. This way, we hope you can set up appropriate security rules for the creative workflow while using security from security.xml.

 

Role 27: Administrator

 

View Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem.

  • Permission: Any user can view objects regardless of status or ownership.

Delete Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem.

  • Permission: Any user can delete objects regardless of status or ownership.

Insert Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem.

  • Permission: User can create a fresh instance (eg click on the “New” button)

Update Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem.

  • Permission: Any user can update objects regardless of status or ownership.

Change Status Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem.

  • Permission: Any workflow action, such as publishing or archiving, can change the status of objects, regardless of current status or ownership.

 

Action : view, permission = $anystatus/$anyowner

for objects :

  • collaborativebrief

  • collaborativespace

  • massimportitem

  • massimportjob

  • massimportpreviousitem


Action : delete, permission = $anystatus/$anyowner

for objects :

  • collaborativebrief

  • collaborativespac

  • massimportitem

  • massimportjob

  • massimportpreviousitem


Action : insert, permission = $newcreation

for objects :

  • collaborativebrief

  • collaborativespace

  • massimportitem

  • massimportjob

  • massimportpreviousitem


Action : update, permission = $anystatus/$anyowner

for objects :

  • collaborativebrief

  • collaborativespace

  • massimportitem

  • massimportjob

  • massimportpreviousitem


Action : changestatus, permission = $anyaction/$anystatus/$anyowner

for objects :

  • collaborativebrief

  • collaborativespace

  • massimportitem

  • massimportjob

  • massimportpreviousitem

 

 

 

Role 28 : Contributor

 

View Action:

  • Objects: collaborativespace, massimportitem, massimportjob

  • Permission:

    • Any user can view these objects if they are the owner.

    • Any user can view these objects if they are the team leader.

    • Any user can view these objects if they are a team member.

 

  • Objects: massimportpreviousitem, collaborativebrief

  • Permission:

    • Any user can view these objects regardless of ownership.

Insert Action:

  • Objects: collaborativebrief, collaborativespace, massimportitem, massimportjob, massimportpreviousitem

  • Permission:

    • User can create a fresh instance (eg click on the “New” button)

Update Action:

  • Objects: massimportitem, massimportjob

  • Permission:

    • Any user can update these objects if they are the owner.

    • Any user can update these objects if they are the team leader.

    • Any user can update these objects if they are a team member.

 

  • Objects: collaborativespace

  • Permission:

    • Any user can update Collaborative Spaces if they are the owner.

    • Any user can update Collaborative Spaces if they are the team leader.

 

  • Objects: massimportpreviousitem

  • Permission:

    • Any user can update massimportpreviousitem regardless of ownership.

 

  • Objects: collaborativebrief

  • Permission:

    • Any user can update collaborativebrief if they are the owner.

 

Delete Action:

  • Objects: collaborativespace, massimportitem, massimportjob

  • Permission:

    • Any user can delete these objects if they are the owner.

    • Any user can delete these objects if they are the team leader.

 

  • Objects: massimportpreviousitem

  • Permission:

    • Any user can delete massimportpreviousitem regardless of ownership.

 

  • Objects: collaborativebrief

  • Permission:

    • Any user can delete collaborativebrief if they are the owner.

 

Change Status Action:

  • Objects: collaborativespace, massimportjob

  • Permission:

    • Any workflow action can change the status of these objects if they are the owner.

    • Any workflow action can change the status of these objects if they are the team leader.

 

  • Objects: massimportitem

  • Permission:

    • Any workflow action can change the status of massimportitem if the user is the team leader.

 

  • Objects: massimportpreviousitem

  • Permission:

    • Any workflow action can change the status of massimportpreviousitem regardless of ownership.

 

  • Objects: collaborativebrief

  • Permission:

    • Any workflow action can change the status of collaborativebrief if they are the owner.

 

Action : view

for objects :

  • collaborativespace

  • massimportitem

  • massimportjob

Permission:

  • $anystatus/$selfowner

  • $anystatus/$teamleader

  • $anystatus/$teammember

 

for objects :

  • massimportpreviousitem

  • collaborativebrief

Permission :

  • $anystatus/$anyowner

 



Action : insert

for objects :

  • collaborativebrief

  • collaborativespace

  • massimportitem

  • massimportjob

  • massimportpreviousitem

permission :

  • $newcreation


Action : update

for objects :

  • massimportitem

  • massimportjob

permission :

  • $anystatus/$selfowner

  • $anystatus/$teamleader

  • $anystatus/$teammember

 

for objects :

  • collaborativespace

permission :

  • $anystatus/$selfowner

  • $anystatus/$teamleader

for objects :

  • massimportpreviousitem

permission :

  • $anystatus/$anyowner

 

for objects :

  • collaborativebrief

permission :

  • $anystatus/$selfowner


Action : Delete

for objects :

  • collaborativespace

  • massimportitem

  • massimportjob

permission :

  • $anystatus/$selfowner

  • $anystatus/$teamleader

 

for objects :

  • massimportpreviousitem

permission :

  • $anystatus/$anyowner

 

for objects :

  • collaborativebrief

permission :

  • $anystatus/$selfowner


Action : Changestatus

for objects :

  • collaborativespace

  • massimportjob

 

permission :

  • $anyaction/$anystatus/$selfowner

  • $anyaction/$anystatus/$teamleader

 

for objects :

  • massimportitem

permission:

  • $anyaction/$anystatus/$teamleader

 

for objects :

  • massimportpreviousitem

permission:

  • $anyaction/$anystatus/$anyowner

 

for objects :

  • collaborativebrief

permission :

  • $anyaction/$anystatus/$selfowner

 

Role 29 : Reader

 

 

 

  • $anystatus: Any state

  • $anyowner: No restriction on ownership

  • $newcreation: Creating a fresh instance (eg click on the “New” button)

  • $anyaction: Any workflow action (including publishing and archiving actions)

  • $teammember : surfer is in instance’s team prop value

    Keyword’s activation conditions :

    • The structure must have this tag : pkg/security/collaborative

    • The structure must have a team property which is a childmultilngdb of user

  • $teamleader : surfer is team’s leader
    Keyword’s activation conditions :

    • The structure must have this tag : pkg/security/collaborative

    • The structure must have a jobowner property which is a child of user

  • $never : surfer not allowed

Setting Up Permissions and Roles

 

 

2/ Install on projects starting on 2024.1

In this case, you will only have to respect the Prerequisites. And they are all coming by default with the 2024.1.

Just be sure to call the update (admin) endpoint given by PACKAGED_Security.

You will need to create all your new library structures by copying the current asset structure, because you will need to have the spaces prop and the tags from the asset on your library structures.

 

3/ New massimportitem workflow

The existing wkfmassimportitem and its actions have been updated for the creative workflow. Also, this workflow is still usable for the upload feature, only some status/action labels will be different.

These are the main updates on the workflow :

  • Position reordering

  • The colors have been changed

image-20240222-141150.png

  • New statuses

    • id 3 : check => default status for imported items

    • id 4 : validate

  • “Index” status (id 8 ) has been renamed to review

  • Wkfmassimportitemactions have been reorganized. Actions have been added from and towards each one of these statuses : rejected, check, review, validate, approved

  • Also for the existing statuses, when it was possible, existing actions have been updated to avoid adding actions and having other actions become useless. Depending on the modified instance, the update was on the target status or the action name.

  • Statuses names, IDs, and action names are used on the portal’s configuration for dam-import and spaces domain.

4/ Configuration possibilities

Change the status of assets created by the Creative workflow

By default, an asset published from the creative workflow has the status Published.

At first, the asset has the default status set on the asset’s structure (Draft state the object asset provided by the NAR). Then, the following asynchronous transformation, configured on the parameter dam_denormalization_config of the plugin PACKAGED_DAM_Utils, will be applied on top of it to execute a workflow trigger that takes the asset to the Published state :

{ "objectSelector": "#damobject", "preventGuard": { "classAlias": "negate", "input": { "preset": "isSpaceAsset" } }, "workflowTrigger": [ "publish" ] }

This transformation does the following, on inserted (or updated if it is enabled) instances :

  • It is applied on object instances that have the tag #damobject on their structure

  • If the instance has been published from a space inside the creative workflow (the preset isSpaceAsset checks if there is at least one instance inside the property spaces), the action “publish“ is processed on the instance.

Other workflow triggers, that are applied on damobject instances, exist inside the parameter dam_denormalization_config. Beware of their execution if you remove for example the above transformation.

In conclusion, to personalize the status of the assets created from creative workflow, you can :

  • Use your desired default status defined on your asset’s structure and remove/disable provided transformations that apply workflow triggers.

  • Create transformations inside the parameter dam_denormalization_config of the plugin PACKAGED_DAM_Utils that follow your desired logic. The following page deals with how to create a transformation that suits your needs: Metadata and AI extraction with DAM_Utils | Setting up the transformations.

Examples of transformations for damobject instances that utilize workflow triggers

{ "objectSelector": "#damobject", "preventGuard": { "classAlias": "negate", "input": { "preset": "canPublish" } }, "workflowTrigger": [ "publish" ] }, { "objectSelector": "#damobject", "preventGuard": { "classAlias": "negate", "input": { "preset": "canSubmit" } }, "workflowTrigger": [ "submit" ] }

The above examples of asynchronous transformations, which are set up on the parameter dam_denormalization_config, and are thus applied on damobject instances not having the spaces property filled, do the following in that order:

  • If the damobject instance has been created by a user who has the rights to publish the asset, the workflow action publish will be executed for the asset

  • If the damobject instance has been created by a user who has the rights to submit the asset, the workflow action submit will be executed for the asset.
    To sum up, with those 2 transformations, the new asset will have the Published status if the user who created the asset has rights to publish it. Otherwise, if the surfer has the rights to submit it, the workflow action submit will be executed on the asset.

Workflow configuration

The creative workflow is based on using “massimport” objects just as the upload. The workflow currently used on the object massimportitem (wkfmassimportitem) can be customized.

We do not recommend removing existing actions or changing their target statuses. There are multiple “key” statuses/actions on this workflow, we’ll go through some of them :

  • check/tocheck => Default status on item creation, “tocheck” action from draft to check is necessary and used by dam_utils.

  • approved => Required status for the item publish feature

  • review/toreview => As it is delivered by default, massimportitem structure is configured (by tags) to have its instances set to review status if a comment is posted on them and their original status was check.

  • If you need to refactor the actions and statuses related to the state validate, you’ll need to adapt the parameters of the plugin PACKAGED_CreativeWorkflow related to the approval logic. See this page for an explanation of those parameters and their default values : How does Creative Workflow works | PACKAGED_CreativeWorkflow

But If you need a new status, you can add it directly on wkfmassimportitem. Then if you add some actions …

image-20240223-154031.png
new “customstatus”

 

… and this is what you get without any portal configurations.

 

We can see that the new status is correctly displayed on the dropdown. But we need to configure the filter and the hidden-actions or add an i18n key to have the correct behavior. If the position of the “customstatus” is not the one you want, you can configure it on the display-order config.

Here is the result after some config on the files mentioned above.

 

 

Add new targeted notifications

Notifications are delivered by default; here is the complete list: Creative workflow notifications

It is possible to add notifications based on project needs that would be triggered by specific actions (upload, status change, or others).

Here you will find more detailed information about the notification system setup for the creative workflow.

We are currently sending email notifications on each status change for each teammember or only for the owner according to PACKAGED_CreativeWorkflow.send_notification_to_team 's value.

As status change email notifications are based on the delayed notification system, if you want to add a customized behavior for a specific status (for example), you will have to create your Groovy script (you can check existing ones for inspiration) and update the configuration of PACKAGED_CreativeWorkflow.batch_topics_processors. You will have to follow the instructions described in the link provided above.

 

Portal configuration (advanced configuration)

 

You’ll find above the tree view of the new config domain for spaces. We will now go through all the config points and see their customization possibilities.

back-to.json CAN BE CUSTOMISED

Here you will define the name of the route that will be used with the click of the back-to button from the space list view.

 

cursors CAN BE CUSTOMISED

Here you can define/redefine cursors. Inside this folder we can find: collaborative-spaces.json, this cursor defines the way that spaces are retrieved.

 

default-cursor-name.json CAN BE CUSTOMISED

Here you are defining the cursor to use for the space entities retrieval

 

layouts CAN'T BE CUSTOMISED

Inside this folder, we are defining the layouts config, the same way it is defined for the dam domain. We have a default-resource-config.json file which describes all the available layouts and the default layout used to display space item entities

 

explore CAN BE CUSTOMISED

Inside this folder, we can find configuration files and folders about the space entities display.

We have a sort folder that will contain JSON files like in the dam domain. These files can be customized.

We also have a folder called items inside this folder we have actions.json which will contain all the available actions for a space entity. You can edit this file to add new actions (if they are prepared and if they exist) or to remove unwanted ones.

 

explore-items CAN BE PARTLY CUSTOMISED

This folder contains a lot of configuration files and folder about the space items display and features, we will go through them in a slightly different way.

  • filters

    • default-resource-config.json CAN BE CUSTOMISED

      • Filters for items can be modified, you can only add filters on massimportitems props.

      • Mainly composed by named-filters which can be found under common/named-filters.

 

  • items

    • detail

      • comments

        • filter-options.json CAN'T BE CUSTOMISED

          • Configuration for comments filter feature dropdown.

        • sort-options.json CAN BE CUSTOMISED

          • Configuration for comments sort feature dropdown. You can modify this configuration to add sorting options or modify the existing one(s).

    • display

      • default-config

        • space-item-block.json CAN'T BE CUSTOMISED

          • This config contains the name of the named-display that is used to display an item of a space. The current spaceItemBlock is displayed with the itemBlock config (common/named-displays/item-block). We do not recommend this config to be updated, but if you want another title or subtitle for the space block items you can redefine the properties used to display title or subtitle.

    • duplicates: In the creative workflow, we continue to offer a duplicate management system using the comparison modal, just as we did for the Upload feature.

      • authorized-resources.json CAN BE CUSTOMISED

        • This config is currently set to null because no restrictions were required.
          But it can be updated, it works in the same way as for the dam-import config.

      • display.json CAN BE CUSTOMISED

        • Currently this config is empty, but it can be edited to display additionnal informations about item’s props in the comparison modal.

      • status-color.json CAN BE CUSTOMISED

        • This config is used to define the color of the text used on the duplicates label. It can be edited.

    • workflows

      • asset

        • display-order.json CAN BE CUSTOMISED

          • This config is used to reorder the status dropdown displayed on the item block card.
            It can be modified.

        • hidden-statuses.json CAN BE CUSTOMISED

          • This config is used to hide statuses and avoid showing them in the dropdown on the item block card. Mainly set for the “processing statuses” that are used when items are published. It can be modified.

        • rejected-status-id.json CAN BE CUSTOMISED

          • This config is used to configure the rejected status ID. This allows the CwSpacesBlockItem.vue component to know correctly which one of all the massimportitem's statuses is the real rejected status. It is used to define if the comparison modal link should be displayed. It can be modified.

      • hidden-actions.json CAN BE CUSTOMISED

        • This config is used to hide workflow actions. The main purpose of this config in the space domain is to hide all the workflow actions on the comparison modal. Only “torejected” is permitted. The config can be edited if you want to enable other actions from the comparison modal (or if you’ve added other statuses and actions and want the actions to be displayed).

      • statuses-config.json CAN'T BE CUSTOMISED

        • This config is a mapping config. It is mainly used to map a status config (id, label, tooltip, color) for the items indexingstatus value. While we do not recommend editing this configuration, you still have the flexibility to modify colors, labels, or icons (displayed just before the dropdowns on the item's block card).

    • actions.json CAN BE CUSTOMISED

      • Contains all the available actions for a space item (massimportitem) entity. You can edit this file to add new actions (if they are prepared and they exist) or to remove unwanted ones.